Inter-Tel Standard Display Phone, Basic Digital Phone, Axxess Standard Display Phone, Axxess Basic Digital Phone User Manual
User Guide
Standard Display Phone
and Basic Digital Phone
QUICK REFERENCE GUIDE TO
FREQUENTLY USED FEATURES
These are the basic instructions for the most frequently used telephone system
and voice mail features. For detailed information on these and other features,
refer to the complete instructions in the User Guide.
PLACING AN INTERCOM CALL
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to the called phone's speaker, speak after
you hear a double tone.
If you hear continuous ringing, wait for the call to be answered.
ANSWERING AN INTERCOM CALL
To answer an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To answer a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press or to respond handsfree.
OR, Press the flashing IC key.
SPKR ANSWER
PLACING AN OUTSIDE CALL
1. With or without the handset lifted, press .
2. Dial the desired number. (If you see a request for an account code and hear a
single progress tone, you must dial an account code before you can place
your call.)
OUTGOING
MAKING AN EMERGENCY CALL
9
Dial to automatically place a call to the system’s programmed emergency number (usually 911). You do not have to press first.
1 1
OUTGOING
ANSWERING AN OUTSIDE CALL
EITHER, Lift the handset.
OR, Press .
OR, Press the flashing key.
©Inter-Tel, Inc. June 2001, printed in US Part no. 835.2449-1
ANSWER
1
EDIALING AN OUTSIDE NUMBER
R
While on a call or after selecting a line, press . A line is selected auto-
REDIAL
matically, and the number is dialed.
PLACING A CALL ON HOLD
HOLD
Press and hang up or place another call.
To return to the call, lift the handset and press the flashing key.
RESPONDING TO A WAITING CALL
If you hear a “call waiting” tone through your handset and/or you see a display,
end your current call or place it on hold. Then press or the flashing
ANSWER
key.
PAGING
1. Lift the handset and dial .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
7
TRANSFERRING A CALL TO ANOTHER EXTENSION
1. Press .
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing key to return to the caller.
TRANSFERRING A CALL TO VOICE MAIL
1. Press .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and then hang up.
TRANSFER
OR, Hang up to send the call to the voice mail menu (so that the caller can
enter the mailbox number).
TRANSFERRING A CALL TO AN OUTSIDE NUMBER
1. Press and select an outside line.
2. Dial the desired telephone number.
3. Wait for an answer, announce the call, and then hang up.
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the
flashing key to return to the caller.
2
ICKING UP A CALL FROM ANOTHER EXTENSION
P
1. Lift the handset and dial .
2. Dial the extension number where the call is ringing or holding.
4
FORWARDING CALLS
1. Press . (Executive and Professional Display Phone users must then
2. Do one of the following:
FWD
select a menu key.)
• To forward to an outside telephone number: Select and outside line and
dial a telephone number.
• To forward to an extension number: Dial the extension number.
• To forward to your voice mailbox: Dial the voice mail extension.
CANCELING CALL FORWARD
FWD
Press . (Executive and Professional Display Phone users must then press
the FWD OFF menu key.)
PLACING CONFERENCE CALLS
1. While on the first call, press . The call is now on hold.
2. Place an intercom or outside call. Then press the flashing to place
the call on hold. (If necessary, repeat this step to place a third call on hold.)
3. Press the flashing to join all of the calls together in the conference.
CNF
CNF
CNF
CHANGING VOLUME LEVELS
EITHER, Press the high or low end of the Volume key.
OR, Press the VOL UP or VOL DN key.
OR, Press the Up or Down arrow on the Volume key.
To save your change:
EITHER, Press both ends of the Volume key at the same time.
OR, Press both keys at the same time.
OR, Press the middle of the key
ENTERING YOUR VOICE MAILBOX
If your MSG key is lit and you have a message from voice mail:
1. Lift the handset or press .
2. Press .
3. Enter your personal password and press .
MSG
SPKR
#
3
If your MSG key is not lit, enter your mailbox by following these steps:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, press to identify yourself as a subscriber.
3. Enter your mailbox number and your personal password (if programmed).
Then press .
#
LISTENING TO VOICE MAIL MESSAGES
1. Enter your mailbox as described on page 3.
2. Press to listen to your new messages. While you are listening to a mes-
3. When the message has finished playing, you have the following options:
1
sage, you can use the following options:
•Press
• Press to back up.
• Press to pause. (Then press any key to continue.)
• Press to skip ahead.
• Press to lower the volume.
• Press to play the message envelope.
• Press to raise the volume.
• Press to save the new message in your mailbox.
• Press to delete the message from your mailbox.
• Press to replay the message from the beginning.
• Press to reply to the message (or make a return call, if enabled).
• Press to forward a copy of the message to another subscriber.
• Press to listen to the previous message.
• Press to play the introductory message envelope.
• Press to listen to the next message.
• Press to save the new message in your mailbox.
• Press to delete the message from your mailbox.
#
to skip to the end of the recording.
1
2
3
4
5
6
7
9
1
2
3
4
5
6
7
9
SENDING VOICE MAIL MESSAGES
1. Enter your mailbox as described on page 3.
2. Press .
2
3. Dial the mailbox number where you want to leave the message.
4. Press to accept the subscriber’s name.
#
5. Record your message after the tone.
6. When finished, hang up or press and listen for more options.
#
4
#
PHONE SYSTEM AND
FEATURE CODES
VOICE MAIL FEATURE GUIDE
391 Account Code – All Calls 324 Hunt Group Remove/Replace
390 Account Code – Optional 365 Message
CODE FEATURE NAME CODE FEAT URE NAME
and remote message notification (if
enabled).
301 Change Language 4 Reverse Transfer
394 Default Station 396 Review Keys
5
messages or cancel unheard sent mes-
sages)
• Press for message options (undelete
307 Directory 377 Ring Intercom Always On/off
300 Display Time And Date 398 Ring Tone Selection
Voice Mail will guide you through the options
with voice prompts. For your convenience,
the table inside this guide summarizes the
options available when listening to mes-
sages, after the message, and when leaving
a message.
372 Do-Not-Disturb On/Off 321 Station Monitor
373 Do-Not-Disturb Override 382 Station Speed Dial
395 Feature Key Default 383 Station Speed Dial Program
312 Group Listen 354 System Forward On/Off
319 Handsfree On/Off 381 System Speed Dial
317 Headset On/Off 399 Switch Keymap
336 Hold – Individual 346 Transfer To Hold
335 Hold – System 345 Transfer To Ring
330 Hookflash
1
2
3
4
• Press to listen to new messages.
• Press to leave a message.
• Press to listen to saved messages.
USING VOICE MAIL
To enter your voice mailbox:
1. Dial the Voice Mail extension number.
2. Press and enter your mailbox number.
3. Enter your password and press .
4. You have the following options:
326 ACD Agent Log In 366 Cancel Message You Left
327 ACD Agent Log Out 368 Cancel Msg On Your Phone
328 ACD Agent Log In/out 367 Silent Message
329 ACD Agent Wrap-up Term. 314 Microphone Mute
375 Agent Help Request 7 Page
376 Agent Help Reject 325 Page Remove/Replace
361 Automatic Intercom Access 397 Program Keys
360 Automatic Line Access 392 Program Station Passwor d
350 Automatic Line Answer 6 Queue (Callback) Request
313 Background Music 385 Record-A-Call
355 Call Forward All Calls 380 Redial
• Press to program personal options
5 Conference 359 Remote Programming
357 Call Forward If Busy 331 Redirect Call
356 Call Forward If No Answer 305 Reminder Message
358 Call Fwd. If No Answer/Busy 306 Reminder Message Cancel
VOICE MAIL OPTIONS
Below is a summary of the options you can
use when listening to messages, after the
message has played, and when leaving a mes-
sage.
# LISTENING TO MSG AFTER MSG PLAYS LEAVING MSG
Replay Your
1 Back Up Replay the
—
Message
Message
Re-record
Erase and
Add to Your
Copy
Message
2 Pause Reply to the
Listen to
Message
3 Skip Forward Forward a
4Lower
Previous Msg
Volume
5 Play Envelope Play Envelope —
—
Message
Listen to Next
Volume
6 Increase
—
Message
7 — Save the
Options
Delivery
Message
8— — —
9 — Delete the
and Exit
* — — Cancel
# Skip To End — Send Message
NUMBER OF TIMES KEY IS PRESSED
1- & ( ) 1
2A B C ' 2
3D E F ! 3
4G H I * 4
5J K L# or /5
6M N OÑ or #6
7P Q R S 7
8T U V ? 8
KEY12345
9W X Y Z 9
Keypad Key Characters
.
#
3 5 5
All Calls 355
If No Answer 356
If Busy 357
ture codes.
NOTE: The characters under the 4 digit are depen-
dent on the software version.
To turn on Call Forward:
1. Enter one of the following Call Forward fea-
If No Answer/Busy 358
access code followed by an outside tele-
phone number.
2. Enter an extension number or enter a line
3. Hang up.
To turn off Call Forward:
1. Enter
2. Press and hang up.
To turn on Do-Not-Disturb:
REMOTE FEATURE ACCESS
.
3 7 0
message list below).
message text (see keypad character chart
on next page).
2. Enter message number 01-20 (see default
1. Enter
3. If desired, enter the optional second-line
4. Hang up.
and hang up.
3 7 1
Enter
To turn off Do-Not-Disturb:
Do-Not-Disturb Messages
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
05 ON VACATION ’TIL 15 WITH A GUEST
06 ON VACATION 16 UNAVAILABLE
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
.
#
#
.
3 5 9
provided by your system administrator). If
required, enter your password.
OR, Use any phone on the system.
Remote Feature Access allows you to place
your phone in Do-Not-Disturb mode or forward
calls, either from another phone or through a
special dial-up line.
If you do not hear a tone after each step, or if
you hear repeating tones, you have made a
mistake or the feature is restricted. Start over.
To use Remote Feature Access:
1. EITHER, Call _______________ (number
3. Enter your extension number.
2. Enter
below and at right.
4. Enter your password followed by .
5. You can now use the features described
To change Station Password:
#
2
#
.
3 9
tion and press .
1. Enter
2. Enter your current password and press
3. Enter the new password and press .
4. Enter the new password again for verifica-
Table of Contents
CONTENTS PAGE
FINDING YOUR WAY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Placing Calls On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Forwarding Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Entering Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
FINDING YOUR WAY
GETTING STARTED
MOVING ON
MOVING ON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Axxess Standard Display and Basic Digital Phone User Guide
LEARNING MORE
i
CONTENTS PAGE
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
LEARNING MORE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
If you have questions or comments about this User
Guide, contact Inter-Tel Technical Publications at:
Tech_Pubs@inter-tel.com
ii
Axxess Standard Display and Basic Digital Phone User Guide
Finding Your Way
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Standard Display Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Basic Digital Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Feature Key Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
What You See and Hear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
WELCOME
It’s time to get connected with the future using your new Standard Display or Basic
Digital Phone. But before you do, you should know the different parts associated with
your phone.
FINDING YOUR WAY
Axxess Standard Display and Basic Digital Phone User Guide
1
Standard Display Phone
HEARING AID-COMPATIBLE
(HAC) HANDSET
OPTIONAL LCD WITH TWO
16-CHARACTER LINES
FINDING YOUR WAY
FEATURE
KEYS
12-KEY
PUSHBUTTON
KEYPAD
INTERNAL
SPEAKER
FEATURE
KEYS
SPECIAL
KEY
CALL 1
CALL 2
CALL 3
CALL 4
IC
DID
HOLD
TRANSFER
SYS SPDL REDIAL
REDIAL
SPKR MSG
MUTE FWD
¥
CNF
ANSWER
123
GHI
ABC
JKL
OUTGOING
DEF
MNO
45 6
PRS TUV WXY
789
OPER
*
#
0
RING AND VOICE
VOLUME
CONTROL
HANDSFREE
MICROPHONE
(underneath edge)
NOTE: The keys are shown as they appear in the default configuration, yours may
have been programmed differently.
2
Axxess Standard Display and Basic Digital Phone User Guide
Basic Digital Phone
FINDING YOUR WAY
HEARING AID-COMPATIBLE
(HAC) HANDSET
INTERNAL
SPEAKER
FEATURE
KEYS
SPECIAL
KEY
CALL 1
CALL 2
CALL 3
CALL 4
HOLD
TRANSFER
SYS SPDL REDIAL
SPKR MSG
MUTE FWD
¥
IC
DND
CNF
ANSWER
123
GHI
ABC
JKL
OUTGOING
DEF
MNO
45 6
PRS TU V WXY
789
OPER
*
#
0
FEATURE
KEYS
RING AND VOICE
VOLUME
CONTROL
NOTE: The keys are shown as they appear in the default configuration, yours may
have been programmed differently.
Axxess Standard Display and Basic Digital Phone User Guide
HANDSFREE
MICROPHONE
(underneath edge)
12-KEY
PUSHBUTTON
KEYPAD
3
ABOUT YOUR PHONE
The buttons on your phone are called “keys,” which is why the phone is sometimes
called a “Keyset.” Your phone has two basic types of keys:
· Keypad Keys: Allow you to enter numbers and letters.
· Feature Keys: Provide quick access to various phone and voice mail features.
For details about the feature keys, see the following section.
FINDING YOUR WAY
Feature Key Functions
The feature keys are designed to automate some of the commonly-used functions,
such as dialing an outside number. Each of these is described in the table below.
KEY IF YOU... YOU CAN... PG.
ANSWER
ANSWER
OUTGOING
CALL or
LINE
IC
DND
CNF
HOLD
TRANSFER
SYS SPD
REDIAL
SPKR
Press . Answer a call. 14
OUTGOING
Press and dial the number. Place an outgoing call. 13
Press an unlit key or the flashing key. Select an outside line or answer a call. 13, 14
Press . Access an intercom call. 11
Press unlit or lit . Enable/disable Do-Not-Disturb mode. 31
Press
would like to add to the conference.
Press . Put a call on hold. 15
Press and dial the destination number.
Press . View or access System Speed-Dial num-
Press . Redial a telephone number or save the last
Press
IC
DND
CNF
and dial the numbers you
HOLD
TRANSFER
SYS SPD
REDIAL
SPKR
and hang up. Put a call on the speaker.
Place a conference call. 16
Transfer a call. 17
bers.
number dialed.
47
19
MSG
MSG
MUTE
FWD
4
Press . Leave or listen to a message. 23
MUTE
Press . Mute the microphone. 22
FWD
Press
ber.
Press the high or low end of the key. Adjust volume during a call. 32
and dial destination num-
Forward calls to the specified number. 18
Axxess Standard Display and Basic Digital Phone User Guide
In addition to the keys identified in the preceding table, your phone has a Special key
( ). Depending on how your telephone system is configured, you may need to
press this key before you dial a feature code.
NOTE: Because the Axxess telephone system allows customized feature keys, your
phone may have been reprogrammed so that the feature keys do not match those
described in this guide.
Display
Your Standard Display phone has two lines of display with 16 characters per line.
When your phone is idle, this display shows your extension number, your user name,
the time of day, and the date. At other times, it may display reminder messages, DoNot-Disturb messages, numbers dialed, call sources, elapsed time of calls, current call
costs, error messages, etc.
NOTE: The Basic Digital Phone does not have a display.
Because the display can only support 16 characters, you may see a few abbreviations.
The most commonly used abbreviations are provided in the table below.
FINDING YOUR WAY
¥
ACCT CODE Account Code
CNF Conference
DEST Destination
DIR Directory
DND Do-Not-Disturb
EXT Extension
MSG Message
RCL Recall
SPKR Speaker
SPKRPHN Speakerphone
STN SPD Station Speed Dial
SYS SPD System Speed Dial
TFR Transfer
TG Trunk Group (a group of outside lines)
TRNK Trunk (an outside line)
Axxess Standard Display and Basic Digital Phone User Guide
5
ABOUT VOICE MAIL
Voice mail is an application that is part of the Inter-Tel Voice Processing Unit. With
the voice mail application, you and other callers can send and receive recorded messages from any station or touch-tone telephone. To use this and other features, each
user (you included) is assigned a “voice mailbox,” which usually corresponds to a
valid extension number. You can, however, have an “unassociated” mailbox that does
not correspond to an extension. Unassociated mailboxes are typically used for agents
FINDING YOUR WAY
or other personnel who don’t have a permanent office.
With your voice mailbox, you can use personal or system greetings to let callers know
if you are out of town, on a call, etc. (see page 39). If a caller reaches your voice mailbox, they can leave a message, hang up, or access an attendant.
In addition, the Voice Mail Administrator can program “group lists” of mailboxes.
With these lists, you can send a message to a group of people by entering one number
instead of everyone’s individual mailbox number.
NOTE: You cannot delete messages that are sent using group lists (see page 30).
6
Axxess Standard Display and Basic Digital Phone User Guide
WHAT YOU SEE AND HEAR
As you can see, your Standard Display or Basic Digital Phone and Axxess system
come equipped with a lot of “bells and whistles.” To help you understand what everything means, it is recommended that you read the following information before you
use your phone:
· Your telephone system may be programmed for one or two dial tones. Systems
with two dial tones have one for intercom calls and one for outside calls.
· Many features “time out” if you wait too long before performing the next step. If
this happens, you must hang up and start again.
· If you hear four fast tones or repeating fast tones, you have pressed an invalid key
combination, tried to select a restricted line, dialed a restricted or invalid number,
dialed too slowly between digits, or waited too long before performing the next
step. Hang up and try again.
· Some phone models have red/green lamps in the feature keys. Green indicates a
call is ringing, holding, or active on your phone. Red means the call is on another
phone. If the keys only light red, either your phone does not have the green
lamps, or the system is not programmed to support the two lamp colors.
NOTE: Your phone may be programmed to always use red lamps for calls ringing
directly to your phone.
· The key lamps may be solidly lit or flashing to indicate the status of a call or feature. To avoid confusion, this guide uses different icons to signify that a lamp is
CNF
unlit ( ), lit, ( ), or flashing ( ).
· “Off hook” means that either the handset is lifted or the speakerphone is on
SPKR
( is lit). “On hook” indicates that the handset is in the cradle or the speakerphone is off. For example, you must first go “off hook” to make a call, but you
must go “on hook” to end a call.
· If is lit when using a directory or entering a message, you are in alphanu-
MSG
meric mode, which allows you to enter letters. If is unlit, you are in
numeric mode and can only enter numbers and special characters.
· Handsfree” mode indicates that a call is connected through the speakerphone
(i.e., you don’t have to lift the handset to speak). While in handsfree mode, you
can make or receive calls.
CNF CNF
FINDING YOUR WAY
MSG
Axxess Standard Display and Basic Digital Phone User Guide
7
ABOUT THIS GUIDE
NOTE: Because the Axxess telephone system is very flexible and programmable, the
procedures for using the features might vary slightly from the descriptions in this guide.
If so, your trainer or System Administrator can tell you how your system differs and how
to use the features.
ALSO: If your telephone system uses a different voice mail system, you will be pro-
FINDING YOUR WAY
vided with a separate user guide for that system.
This guide contains instructions for using the Standard Display and Basic Digital
Phones on the Inter-Tel Axxess and voice mail systems. To help you find information
more quickly, this guide is divided into four separate sections, as indicated by the
tabs.
These sections include the following:
· Finding Your Way: This section provides the map for your phone and this guide.
· Getting Started: If you need to make a call, this is the section for you. It not
· Moving On: Once you’ve got the basics down, it’s time to move on to the
· Learning More: This is the place where the answers are. With a Frequently
In addition, this guide contains an index, a list of default feature codes, and a voice
mail flow chart for easy reference.
It includes figures and general information designed to help you find what you
need.
only includes basic phone and voice mail information, but it provides instructions
on how to perform everyday tasks, such as answering calls, making calls, accessing voice mail, etc.
advanced features. In this section, you’ll learn how to program speed-dial numbers, use remote messaging, define secondary extensions, and access other helpful features.
Asked Question (FAQ) section and additional information about the phone and
voice mail systems, you can perform basic troubleshooting and learn more about
the system.
NOTE: If you need to access information quickly, refer to the Quick Reference Guide
attached to the front of this guide. You can also tear out the pocket guide to keep as a
handy reference for features you are likely to use while away from the office (Remote
Feature Access and Voice Mail).
8
Axxess Standard Display and Basic Digital Phone User Guide
Getting Started
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Initializing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Emergency Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Placing Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
To Another Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
To Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
To an Outside Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
To Pick Up (Reverse Transfer) a Call . . . . . . . . . . . . . . . . . . . . . . . 18
Forwarding Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Manual Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Redirect Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Automatic System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Displaying Information on Your Phone . . . . . . . . . . . . . . . . . . . . . . . . .20
Date, Time, Name, and Extension Number . . . . . . . . . . . . . . . . . . . 20
Outside Party’s Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Using a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using the Speaker and Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Mute Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Group Listen Using the Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Enhanced Speakerphone Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Using the Message Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Leaving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Entering Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Undeleting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Canceling Unheard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using Do-Not-Disturb Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Using Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
GETTING STARTED
Axxess Standard Display and Basic Digital Phone User Guide
9
WELCOME
Now that you know what your Standard Display or Basic Digital Phone can do, it’s
time to start using it. In this section, you’ll learn how to make and receive calls, transfer calls, retrieve voice mail messages, and much more.
INITIALIZING YOUR MAILBOX
The first thing you should do is initialize your mailbox. This allows you to:
· Change the default password number to a personal password
· Record a name to identify yourself in the company directory
· Listen to the voice mail introduction
To initialize your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
NOTE: If you don’t know what the voice mail extension number is, please check
with your System Administrator.
Press to identify yourself as a subscriber.
2.
3. Enter your mailbox number and default password.
GETTING STARTED
NOTE: Your mailbox number is your default password.
If you want a password, enter a new password using digits 0-9 (up to 12 digits).
4.
Then press . Voice mail plays back your password.
#
If you do not want to use a password, just press .
5. Press to accept the entry or press to re-enter your password. The system
# 3
prompts you to record your directory name.
6. After the tone, record your first and last name. When finished, press .
7. Do one of the following:
· Press
· Press
· Press
· Press
#
again to accept the name.
1
to replay the name you just recorded.
2
to add to your name.
3
to erase and re-record your name.
The system then plays a prompt that introduces you to the basic voice mail features.
You can skip this introduction by pressing , if desired.
#
#
#
10
Axxess Standard Display and Basic Digital Phone User Guide
MAKING AND RECEIVING CALLS
Making and receiving calls is the basic purpose of any phone. With your Standard
Display or Basic Digital Phone, you can make/receive intercom, outside, and emergency calls.
Intercom Calls
Your extension number allows other people to place intercom calls to you, without
dialing any extra codes. And, because every phone in your phone system is assigned
an extension number, you can call other people in your system quickly and easily.
NOTE: Ask your System Administrator for a list of extensions.
Placing Intercom Calls
To place an intercom call:
1. With or without the handset lifted, dial an extension number.
2. If your call goes through handsfree to a phone’s speaker, speak after you hear a
double tone.
If you hear continuous ringing, wait for the call to be answered.
To place a non-handsfree call that will ring at the other phone until answered:
#
Press before dialing the extension number.
To program your phone to always send non-handsfree calls using the Ring Intercom Always feature:
3 7 7
With the handset in the cradle, dial
To leave a message if there is no answer or the phone is busy:
MSG
Press . Then hang up or wait for their message center to answer. (See page 24
for more Message options.)
NOTE: This option appears only if the called phone has a voice mailbox.
. The current status is shown.
GETTING STARTED
Axxess Standard Display and Basic Digital Phone User Guide
11
GETTING STARTED
If the phone is busy when you place an intercom call, you can do any of the following:
· To stay on the line and wait for the phone to become available: Do not hang up.
After a system timer expires, you hear music until the phone is available. (You
cannot do this if the called phone is in Do-Not-Disturb mode.)
· To request a callback (queue on to the phone): Press and hang up. When the
6
phone is available, your phone rings. (To cancel the queue request before the callback, press
6
.)
· To use the Off-Hook Voice Announce feature (if the called phone is programmed
for it): Do not hang up. After the busy signals stop, you are automatically con-
nected and may speak. (If you hear music or if the phone is in Do-Not-Disturb
mode, your off-hook voice announce call will not go through.) This allows you to
talk to the phone user on his or her handsfree speakerphone, even though the user
already has a call in progress on the handset. This feature is not available if your
phone has the Ring Intercom Always feature enabled.
Receiving Intercom Calls
To receive an intercom call that comes in through your speakerphone:
EITHER, Respond handsfree.
OR, Lift the handset for privacy.
To receive a ringing (non-handsfree) intercom call:
EITHER, Lift the handset for privacy.
OR, Press or to respond handsfree.
SPKR IC
12
NOTE: You must lift the handset if the caller has the Ring Intercom Always feature
enabled.
To disable your phone’s handsfree answering feature:
With the handset in the cradle, dial
3
9
1
. (Repeat this step if you want to enable
this feature again.)
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
¥
3 3
1
page 19 for more information.
Axxess Standard Display and Basic Digital Phone User Guide
To receive an Off-Hook Voice Announce call (a call through your speaker) while
you are on a call:
When you hear a single tone and see an incoming call display, you can do the following:
· To accept the call on the speakerphone without ending your current call: When
you hear a double tone, you may talk handsfree with the caller through the speakerphone. (The caller on the handset will be able to hear both you and the party on
the speakerphone.)
· To block the call from coming through the speaker: Do the following:
a. Press to allow the incoming intercom call to camp on. The
key flashes, and the call is placed on hold.
b. Press to place your phone in Do-Not-Disturb (DND) mode, if desired.
(See page 31 for more information about Do-Not-Disturb mode.)
NOTE: To use this feature, the installer or System Administrator must program your
phone to receive Off-Hook Voice Announce calls.
Outside Calls
With outside calls, you can talk to people who aren’t members of your phone system.
When you make an outside call, however, you must dial any area codes or long distance digits that your telephone company requires.
Placing Outside Calls
To place an outside call:
1. With or without the handset lifted, press .
2. Dial the desired number.
SPKR
DND
IC
GETTING STARTED
OUTGOING
NOTE: If you see a request for an account code and hear a single beep, you must
dial an account code before you can place your call (see page 51).
Depending on how your system is programmed, you may be able to use one of the
following methods to select an outgoing line, instead of pressing the key:
· Dial the Outgoing Call feature code (default is 8).
· Press an unlit CALL key, if you have one.
· Press an unlit LINE key, if you have one.
· Dial a Select Line Group feature code (the defaults are 92001-92208 but may dif-
fer depending on the software version).
· Dial the Automatic Route Selection (ARS) feature code (the default is 92000 but
may differ depending on the software version).
Axxess Standard Display and Basic Digital Phone User Guide
OUTGOING
13
GETTING STARTED
To request a callback (queue on to the line) if all outgoing lines are busy when you
try to call out:
When you hear busy signals, press and hang up. When the line is available, your
6
phone rings.
To cancel the queue request before your phone rings:
6
Press
.
When dialing the number, you can do one of the following:
· Use the speed-dial directory. See page 52.
· Use the Station Speed-Dial feature. See page 46.
· Use the System Speed-Dial feature. See page 47.
· Redial the last number you dialed. See page 19.
Receiving Outside Calls
To receive an outside call:
EITHER, Lift the handset.
OR, Press .
Depending on how your system is programmed, you may be able to use one of the
following methods instead of pressing :
· Press the flashing CALL key, if you have one.
· Press the flashing LINE key, if you have one.
To redirect a ringing call to another extension or to an outside number:
1. Press and dial .
2. Enter the extension or outside number to which you want to redirect the call. See
ANSWER
¥
3 3 1
page 19 for more information.
ANSWER
Emergency Calls
With the Axxess phone system, you do not have to access an outside line (press
OUTGOING
To make an emergency call:
9 1 1
Dial
14
. A call is automatically placed to the preset emergency number.
) to dial an emergency number.
Axxess Standard Display and Basic Digital Phone User Guide
Call Waiting
If you receive a call while you are already on another call, you will hear a “call waiting” tone and/or you will see a display.
To respond to a waiting call (you hear a single tone and a key is flashing):
· To end the current call: Hang up. The waiting call rings in.
· To place the current call on hold: Press . Then press the flashing key to
answer the waiting call.
· To have the caller hear Do-Not-Disturb signals: Press . (See page 31 for
more information about Do-Not-Disturb mode.)
PLACING CALLS ON HOLD
You can place calls on hold in one of two ways: individual or system.
· Individual Hold places the call on hold at one phone. It can then be directly
picked up at that phone or it can be picked up at another phone using the Call
Pickup (Reverse Transfer) feature (see page 18).
· System Hold places the call on hold in the system. You can then pick up the call
at any phone that has a flashing key for the call, including the phone that placed it
on hold.
NOTE: You cannot place intercom calls on system hold.
To place a call on Individual Hold:
1. Press .
2. Hang up or place another call.
To place an outside call on System Hold:
1. Press and dial .
2. Hang up or place another call.
To return to a call that is on hold:
Lift the handset and press the flashing key.
HOLD
¥
3 3 5
HOLD
DND
GETTING STARTED
Axxess Standard Display and Basic Digital Phone User Guide
15
PLACING CONFERENCE CALLS
With the Conference feature, you can establish a conference call with up to three
intercom and/or outside parties (four, including you).
To place a conference call:
1. While on the first call, press to put the call on hold.
2. Place another intercom or outside call.
3. Press to place the call on hold. (If necessary, repeat this step to place one
4. Press to join all of the calls together in the conference.
During the conference call, you can do the following:
· To place the conference on hold: Press . This places the conference on
· To drop out of the conference: Press and hang up. This removes your
· To add additional parties to the conference: Do the following:
GETTING STARTED
· To end the conference and place all parties on individual hold: Press and
· To mute your microphone: Press . This turns your microphone on or off
· To transfer the conference to another extension or to voice mail: Press
CNF
more call on hold.)
CNF
hold without disconnecting the parties. To return to the conference, press .
phone from the conference, but leaves the other parties connected.
a. Press . This leaves the conference parties connected.
CNF
b. Place a call to the party to be added to the conference.
c. Press twice to put yourself and the new party into the conference
then press to place all of the parties on individual hold. You can then
CNF
HOLD
speak to one party at a time by pressing or a flashing key.
during the conference. If mute is enabled, you can hear the conferenced parties,
but they cannot hear you.
and dial the desired extension number. Then hang up when you are ready to complete the transfer.
CNF
HOLD
CNF
CNF
CNF
HOLD
MUTE
TRANSFER
16
Axxess Standard Display and Basic Digital Phone User Guide
TRANSFERRING CALLS
Although transferring calls is considered a basic function of a phone, your Standard
Display or Basic Digital Phone has many advanced options for this feature. With your
phone, you can transfer to another extension, voice mail, or even an outside line.
To Another Extension
1. EITHER, Press .
OR, Press and dial
2. Dial the desired extension number.
3. Wait for an answer, announce the call, and then hang up.
If the number is busy, there is no answer, or the transfer is refused, press the flashing key to return to the caller.
NOTE: If you are receiving a transferred call and the Transfer-To-Connect option is
enabled for your phone, you are automatically connected to the transferred caller once
the transferring party hangs up. If this option is disabled, you must press a
to answer the transferred call.
To Voice Mail
1. Press .
2. Dial the voice mail extension number.
3. EITHER, Dial the desired mailbox number and hang up.
TRANSFER
OR, Hang up to send the call to the voice mail menu (so that the caller can select
the mailbox number).
TRANSFER
¥
4
3
6
to place the call on hold at the other phone.
CALL key
GETTING STARTED
To an Outside Number
1. Press .
2. Select an outgoing line and dial the desired telephone number.
3. Wait for an answer, announce the call, and then hang up.
Axxess Standard Display and Basic Digital Phone User Guide
TRANSFER
If the number is busy, there is no answer, or the transfer is refused, press the flashing key to return to the caller.
17
To Pick Up (Reverse Transfer) a Call
1. Lift the handset and dial .
2. Dial the extension or hunt group number where the call is ringing or holding.
(See page 58 for more information about hunt groups.)
NOTE: If the Group Call Pickup feature is enabled, you can pick up a call ringing at
any station in a hunt group by dialing the hunt group’s extension number (available in
versions 5.2 and higher).
FORWARDING CALLS
With the Forwarding feature, you can have calls follow you (e.g., forwarded to a cell
phone), or you can redirect calls to a voice mail or other extension.
Manual Call Forwarding
Manual call forwarding allows you to send incoming calls to another extension number. You can even forward calls to outside numbers, if your phone is programmed to
allow this.
To forward calls:
GETTING STARTED
1. Press or enter one of the following feature codes:
·
·
4
FWD
3 5 5
(Call Forward All Calls): All incoming calls are forwarded with-
out ringing at your phone.
3 5 6
(Call Forward If No Answer): All incoming calls are forwarded if
they are not answered before a timer expires.
18
NOTE: You cannot adjust this timer. Only the installer or System Administra-
tor can.
3 5 7
· (Call Forward If Busy): When your phone is busy, all incoming
calls are forwarded without ringing at your phone.
3 5
·
8
(Call Forward If No Answer or Busy): All incoming calls are for-
warded if your phone is busy or if you do not answer, as described above.
2. Do one of the following:
· To forward to an outside telephone number: Select an outgoing line and dial
a telephone number.
· To forward to an extension number: Dial the extension number.
· To forward to your message center: Press .
MSG
To cancel any call forward request:
FWD SPKR
Press and then .
Axxess Standard Display and Basic Digital Phone User Guide
Redirect Call
NOTE: This feature is available only with versions 5.3 and higher Axxess software.
The Redirect Call feature allows you to forward any call that is ringing on your phone
without having to answer the call.
NOTE: You cannot redirect calls to an extension that is in Do-Not-Disturb or to a
restricted outside number.
To redirect a call to an extension number:
3 3
1. Press and dial .
2. Dial the extension number.
¥
1
To redirect a call to an outside telephone number:
3 3
1. Press and dial .
2. Enter the outside telephone number.
¥
1
Automatic System Forwarding
Automatic System Forwarding allows your System Administrator to route calls based
on the type of call and the status of your telephone. Although you cannot program the
path of a system forward, you can enable or disable this feature on your phone.
To enable or disable System Forwarding:
Dial
3 5
4
.
GETTING STARTED
REDIALING A NUMBER
In an ideal world, someone will always answer the phone when you call. But, because
you will occasionally receive a busy signal or no answer, it’s nice to have the Redial
feature. Although most phones redial the last number dialed, your System Administrator can program your phone to redial the last number saved.
To use the Last Number Dialed feature (if enabled):
With or without the handset lifted, press . A line is selected automatically, and
the number is dialed.
To use the Last Number Saved feature (if enabled):
· To save the last number dialed: While the phone is idle or while listening to inter-
com dial tone, press .
· To redial the saved number: While on a call or after selecting a line, press
REDIAL
. A line is selected automatically, and the number is dialed
Axxess Standard Display and Basic Digital Phone User Guide
REDIAL
REDIAL
19
DISPLAYING INFORMATION ON YOUR PHONE
Your Standard Display Phone has two lines of display where you can view information, such as the date and time or the outside party’s name/number.
NOTE: These options do not apply to the Basic Digital Phone.
Date, Time, Name, and Extension Number
You can temporarily display the system date and time, your user name, and your
extension number at any time.
To show the date and time display (while on a call, in Do-Not-Disturb, etc.):
3 0 0
.
3 7 9
.
GETTING STARTED
Press and dial
¥
Outside Party’s Name
NOTE: This feature is available only in versions 4.4 and higher Axxess software.
If you are currently connected to an outside caller with Caller ID, you can toggle
between displaying the caller’s name and number.
To show the outside party’s name:
Press and dial
NOTE: If there is no outside party name available, the display shows CANNOT
ACCESS FEATURE.
¥
20
Axxess Standard Display and Basic Digital Phone User Guide
USING A HEADSET
With an electret headset, you can talk on the phone handsfree, without using your
speaker and microphone.
NOTE: If your headset has a power-saver mode, make sure the System Administrator
has the Headset Connect Tone flag enabled in the telephone system. If this flag is not
enabled, you may miss the first few seconds of incoming calls.
To connect a headset:
1. Unplug the coiled handset cord from the base of the phone. (Leave the handset in
the cradle.)
2. Insert the headset plug into the vacant handset jack.
3. While on hook, enter the Headset On feature code ( ) or the Headset
On/Off feature code (
To disconnect a headset:
1. Unplug the headset cord from the base of the phone.
2. Plug the coiled handset cord into the vacant jack.
3. While on hook, enter the Headset Off feature code ( ) or the Headset
On/Off feature code (
3
3
3
7
1
). The display shows HEADSET MODE ON.
3
7
1
). The display shows HEADSET MODE OFF.
5
1
6
1
GETTING STARTED
NOTE: If using a headset, press to connect and disconnect calls.
Axxess Standard Display and Basic Digital Phone User Guide
SPKR
21
USING THE SPEAKER AND MICROPHONE
If you are not using a headset, you can talk handsfree using your speaker and microphone. You can also use the speakerphone for on-hook dialing, call monitoring, and
background music.
Mute Key
To mute the microphone so that you can hear the other party but they cannot
hear you (this does not put them on hold):
MUTE
Press .
To return to the call:
MUTE
Press .
Group Listen Using the Speaker
With the Group Listen feature, you can transmit a conversation over the speaker while
you use the handset or headset to continue speaking. This allows other people to hear
the caller while the caller can only hear you.
NOTE: You cannot use this feature on a handsfree call. You must be on a call using
GETTING STARTED
the handset or a headset before entering the feature code.
To turn the group listen feature on or off during a call:
Press and dial
¥
3 1 2
. You hear a confirmation tone (the other party does
not hear this tone).
22
NOTE: If you are using the handset, the key lamp will remain unlit, even
though the speaker is on. This allows you to place the call into handsfree mode at any
time during the call by pressing and hanging up. If you are using a headset,
however, the key lamp is lit. Pressing will disconnect the call.
SPKR SPKR
SPKR
SPKR
Axxess Standard Display and Basic Digital Phone User Guide
Enhanced Speakerphone Mode
The Enhanced Speakerphone Mode improves transmission quality while on a speakerphone call over a limited volume level range (typically the range is 1 to 3).
NOTE: To use this feature, the System Administrator or installer must program your
phone for Enhanced Speakerphone Mode.
To enable enhanced speakerphone mode while on a call:
EITHER, Press and then .
OR, Press
¥
and dial . The speakerphone will return to standard
¥
3
mode when you end the call.
There will be about one second of white noise while the speakerphone circuitry is calibrated to the call. (Both parties should avoid speaking during this white noise.) If the
speakerphone cannot be calibrated correctly, displays show CANNOT ENABLE
ENHANCED MODE.
NOTE: Two Display Phones cannot be in enhanced mode while on a call together;
one phone must be off hook to allow the other phone to enter enhanced speakerphone
mode. Also, on some long-distance calls, the outside party may hear his or her own
echo when speaking to a Digital Phone. If the amount of echo is objectionable, do not
use the Enhanced Speakerphone Mode.
USING THE MESSAGE KEY
In today’s busy world, it’s almost guaranteed that you will call someone that is on
another call, does not answer, or is in Do-Not-Disturb (DND). But, with the
key, you can let the other person know you called.
When you leave a message, you can:
· Have the called party return your call. When the party you called responds to
the message indication, a call is automatically placed to your phone.
· Leave a message with the called party’s message center (which can be a person or voice mail). When the party you called responds to the message, a call is
automatically placed to his or her message center instead of your phone.
To indicate that a message is waiting, your phone’s key flashes, and the display shows the number of waiting messages.
SPKR
1
0
GETTING STARTED
MSG
MSG
NOTE: Because single-line set users don’t have a key, users will hear six short
tones after lifting the handset or pressing the hookswitch when a message is left.
Axxess Standard Display and Basic Digital Phone User Guide
MSG
23
GETTING STARTED
Leaving Messages
To leave a message while on an intercom call:
1. Press .
2. Hang up or wait for the message center to answer.
MSG
To leave a message without placing an intercom call:
1. Press .
2. Dial the desired extension number.
3 6 7
To cancel a message that you left at another phone:
1. Press .
2. Dial the extension number of the phone where you left the message.
3 6 6
Retrieving Messages
To retrieve a message (MSG key is flashing):
Lift the handset and press . A call is automatically placed to the phone or message center that left the message. (See the following section for information about
entering your mailbox.)
To select the message you want to answer first (display phones only):
1. With the handset in the cradle, press repeatedly to view your waiting
messages.
2. When the desired message is displayed, press or lift the handset for privacy
and then press
To cancel a waiting message with a display phone:
1. Press repeatedly to view your waiting messages.
2. Press to cancel the desired message when it is displayed.
MSG
To cancel a waiting message with a non-display phone:
While on hook, press
#
to respond.
3 6
MSG
8
.
MSG
#
24
Axxess Standard Display and Basic Digital Phone User Guide
ENTERING YOUR MAILBOX
If you’ve got a message waiting in your mailbox, you must access your voice mailbox
to retrieve it.
TIP: Generally speaking, pressing during any voice mail operation will advance you
to the next step. For example, when leaving a voice mail message for another voice
mail user, you can press to skip the person’s introductory message and proceed
directly to the recording phase. Similarly, while listening to messages, you can press
to skip the system-generated voice prompts and proceed directly to the playback
phase. You can also press to Cancel or return to the Previous Menu at any menu
level.
#
#
When you enter your mailbox, the system may play one of the following messages:
· Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.
· Message count: The system tells you how many messages are waiting to be
heard, if any, and how many are priority messages.
· Remote Messaging: The system will indicate whether primary or alternate
Remote Messaging is selected when the Remote Messaging feature is enabled (se
page 55). It will also alert you if a programming error has been detected and/or if
it encountered busy system resources when attempting to place a Remote Messaging call.
NOTE: All of the menu options used for voice mail features are presented as numeric
entries in the following instructions. You can, however, access these options using the
menu selection keys beside the display.
To enter your mailbox:
1. Dial the voice mail extension number. (You hear the main menu.)
2. During or after the greeting, press to identify yourself as a subscriber.
3. Enter your mailbox number and your personal password (if programmed). Then
#
press .
#
GETTING STARTED
NOTE: If you do not have a password, just press . See page 41 for information
on programming passwords.
Axxess Standard Display and Basic Digital Phone User Guide
#
25
USING VOICE MAIL MESSAGES
Once you’ve entered your mailbox, the system will tell you how many new and saved
messages you have. You can then listen to messages, delete messages, save messages,
etc.
Listening to Messages
To listen to messages:
1. Enter your mailbox as described on page 25.
1
3
#
to skip to the end of the recording.
1
2
3
4
5
6
7
9
1
2
1
GETTING STARTED
2. EITHER, Press to listen to your new messages.
OR, Press to listen to your saved messages.
3. While you are listening to a message, you can use the following options:
· Press
· Press to back up.
· Press to pause. Then press any key to continue.
· Press to skip ahead.
· Press to lower the volume.
· Press to play the message envelope.
· Press to raise the volume.
· Press to save the new message in your mailbox.
· Press to delete the message from your mailbox.
4. When the message has finished playing, you have the following options:
· Press to replay the message from the beginning.
· Press to reply to the message. If you are using version 5.1 or higher soft-
ware, you have the following options (earlier versions only leave voice mail
messages):
— Press to leave a voice mail message for the caller.
If the caller had a mailbox number, it will ask you to verify the destination by pressing .
If the number was not associated with a mailbox, it will ask you to enter
a mailbox number.
If the message was from an outside caller, you cannot leave a voice mail
message.
#
26
Axxess Standard Display and Basic Digital Phone User Guide
— Press to make a return call. Your call will be transferred automati-
2
cally to the caller’s extension or telephone number, if available.
If the extension number is not available, you will have the option of
leaving voice mail.
If the telephone number is not available, you cannot reply to the message.
· Press to forward a copy of the message to another subscriber. If you want
3
to include an introduction, press . If not, press to forward the message
1
#
without additional comments.
· Press to listen to the previous message.
· Press to play the introductory message envelope (see page 41 for infor-
4
5
mation on envelope options).
· Press to listen to the next message.
· Press to save the new message in your mailbox.
· Press to delete the message from your mailbox.
5. Hang up.
6
7
9
GETTING STARTED
Axxess Standard Display and Basic Digital Phone User Guide
27
GETTING STARTED
Undeleting Messages
NOTE: This feature is available only in versions 5.1 and higher Axxess software.
If you accidently delete a voice mail message, you can retrieve it within a specific
time frame (programmed by your System Administrator). Any retrieved messages are
then restored to your saved-message queue. Messages that are not undeleted within
the programmed time (up to 24 hours) are automatically erased.
To recover deleted messages:
1. Enter your mailbox as described on page 25.
2. Press for Message Options.
3. Press to access undelete options. Your options are:
4. Hang up.
5
2
· Press to listen to your deleted messages and choose which ones to delete
1
or recover. After each message you can:
— Press to replay the message.
— Press to reply to the message.
— Press to forward the message to another mailbox.
— Press to listen to the previous message.
— Press to play the message envelope.
— Press to listen to the next message.
— Press to recover the message.
— Press to purge the message from your mailbox.
· Press to recover all of your deleted messages and store them as saved
1
2
3
4
5
6
7
9
2
messages.
· Press to erase all of your deleted messages.
3
28
Axxess Standard Display and Basic Digital Phone User Guide
Sending Messages
To send a message:
1. Enter your mailbox as described on page 25.
2. Press .
3. Dial the desired mailbox number or group list number.
4. Press to accept the subscriber’s name.
5. Record your message after the tone. While recording, you have the following
6. When finished recording, hang up or press to access the following options.
2
#
options:
· Press to pause while recording. Then press any key to continue.
· Press to erase and re-record your message.
· Press to send the message and return to the voice mail options.
· Press to replay your message.
· Press to add to your message.
· Press
· Press to use the special delivery options. You can then use one or more
2
3
#
1
2
3
to erase and re-record your message.
9
of the following options:
— Press to mark the message “private.” (This prevents the recipient
1
from forwarding it to other subscribers.)
— Press to mark the message “certified.” (When the recipient listens to
2
the message, you will receive a receipt notice.)
— Press to mark the message “priority.” (This will place your message
3
ahead of all other waiting messages in the receiving mailbox.)
— Press to cancel delivery options.
— Press to deliver the message. (If you want to mark the message certi-
#
fied, private, and/or priority, you must do so before completing this
step.) You may choose either of the following options:
• Press and enter another mailbox number to send the message to
another destination.
GETTING STARTED
#
#
• Press to exit and return to voice mail options.
7. Hang up.
Axxess Standard Display and Basic Digital Phone User Guide
29
GETTING STARTED
Canceling Unheard Messages
NOTE: This feature is available only in versions 5.1 and higher Axxess software.
You can cancel unretrieved messages that you have sent to individuals, but not messages that you sent to group lists.
To cancel unheard messages:
1. Enter your mailbox as described on page 25.
2. While listening to the voice mail main menu, press for Message Options.
3. Press .
4. When prompted, enter the number of the mailbox containing the unheard mes-
5. Press to confirm the mailbox you are selecting. Voice mail will tell you how
6. Hang up.
1
sage.
#
many messages you have waiting at the mailbox and play them for you. After
each message, you can:
· Press to replay the message.
· Press to add to the message.
· Press to forward the message to another mailbox.
· Press to listen to the previous message.
· Press to play the message envelope.
· Press to listen to the next message.
· Press to save the message in your mailbox.
· Press to delete the message.
1
2
3
4
5
6
7
9
5
30
Axxess Standard Display and Basic Digital Phone User Guide
USING DO-NOT-DISTURB MODE
If you are away from your desk, or if you do not want to be disturbed, you can use the
Do-Not-Disturb (DND) feature. This halts all pages and calls to your phone, except
queue callbacks, recalls, and direct ring-in calls. When other users call your phone,
they hear a repeating signal of four fast tones and, if they have a display phone, see
the DND message you have selected.
Your telephone system can have up to 20 different DND messages, each of which can
be changed by the System Administrator, installer, or programmer. Your trainer or
System Administrator will give you a list of the programmed DND messages. For
convenience, you should update the following default list:
DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE
01 DO-NOT-DISTURB 11 OUT OF TOWN ’TIL
02 LEAVE A MESSAGE 12 OUT OF OFFICE
03 IN MEETING UNTIL 13 OUT UNTIL
04 IN MEETING 14 WITH A CLIENT
05 ON VACATION ’TIL 15 WITH A GUEST
06 ON VACATION 16 UNAVAILABLE
07 CALL ME AT 17 IN CONFERENCE
08 AT THE DOCTOR 18 AWAY FROM DESK
09 ON A TRIP 19 GONE HOME
10 ON BREAK 20 OUT TO LUNCH
GETTING STARTED
Because the system DND message only uses one line of your display, you can enter a
second line of text, up to 16 characters. For example, if you select 03 (IN MEETING
UNTIL) as your first line of text, you can enter “3:30” as your second line. Callers
with a display phone will then see, “IN MEETING UNTIL 3:30.”
Axxess Standard Display and Basic Digital Phone User Guide
31
GETTING STARTED
To enable Do-Not-Disturb:
1. Press .
2. EITHER, Dial the two-digit number corresponding to the message you want to
DND
use.
OR, Press the high or low end of the Volume key ( ) to scroll through the
messages (display phones only).
3. If desired, customize the second display line by dialing the desired numbers or
letters as described below:
· Remain in numeric mode (MSG key unlit): Press the keypad keys to dial the
desired numbers. Press for a hyphen (-), for a colon (:), to
leave a space, or to backspace.
MUTE
· Change to alphanumeric mode (MSG key lit): Press and then press
#
MSG
FWD
the keypad keys to enter the desired characters. (Refer to the chart below.)
The number of times a key is pressed determines which character is entered.
For example, 33377744432999 enters “FRIDAY.” When adjoining characters are located under the same key, press once to advance to the next
character. For example, 6 666 6632999 enters “MONDAY.”
FWD FWD
(Note that letters correspond to the letters printed on the keys.) Press
twice to leave a space or press if you need to backspace.
4. Press or lift and replace the handset.
SPKR
MUTE
FWD
FWD
To cancel Do-Not-Disturb mode:
DND
Press .
32
NUMBER OF TIMES KEY IS PRESSED
KEY12345
ENGLISH CHARACTERS
1-&()1A I U E O a
2 ABC ' 2
3DEF !3
4GHI *4
5JKL
6MNO
7PQRS7
8TUV?8
9WXYZ9
0@: . , 0
# or /
Ñ or #
*
*
6 7 8 9 10 11
JAPANESE CHARACTERS**
KA KI KU KE KO i
SA SHI SU SE SO u
TA CHI TSU TE TO e
5 NA NI NU NE NO o
6 HA HI FU HE HO tsu
MA MI MU ME MO ya
YA YU YO . , yu
RA RI RU RE RO yo
WA WO N pa ba long
*The character available depends on the software version.
**The Japanese characters are only available if the Multilingual feature is enabled.
Axxess Standard Display and Basic Digital Phone User Guide
USING REMINDER MESSAGES
Never be late for a meeting again! With reminder messages, you can program your
phone, up to 24 hours in advance, to alert you at a specified time. At the programmed
time, the reminder message signals you with eight short tones, and your display
shows the message. If you are on a call, you still hear the tones, and the message displays for ten seconds. Then the display returns after you hang up. (Reminder displays
interrupt, but do not affect, programming.)
Your phone system can have up to 20 different Reminder messages, each of which
can be changed by the System Administrator, installer, or programmer. Your trainer or
System Administrator will give you a list of Reminder Messages for your system. For
convenience, you should update the following default list:
DEFAULT MESSAGE NEW MESSAGE DEFAULT MESSAGE NEW MESSAGE
01 MEETING 11 CALL ENGINEERING
02 STAFF MEETING 12 CALL MARKETING
03 SALES MEETING 13 CALL ACCOUNTING
04 CANCEL MEETING 14 CANCEL DND
05 APPOINTMENT 15 CANCEL CALL FWD
06 PLACE CALL 16 TAKE MEDICATION
07 CALL CLIENT 17 MAKE RESERVATION
08 CALL CUSTOMER 18 REVIEW SCHEDULE
GETTING STARTED
09 CALL HOME 19 LUNCH
10 CALL CORPORATE 20 REMINDER
Axxess Standard Display and Basic Digital Phone User Guide
33
To request a reminder message:
1. With the handset in the cradle, dial .
2. EITHER, Dial the desired two-digit number for the message that you want.
3 0 5
OR, Press the high or low end of the Volume key ( ) to scroll through the
messages (display phones only).
3. While the desired message is displayed, press .
4. Enter the time you wish to receive the message in hours and minutes. For exam-
ple, 0900 = 9:00. If you dial three digits, such as 900 for 9:00, press .
#
#
NOTE: If your system is set for 24-hour format, you must enter the time appropri-
ately (e.g., 1400 = 2:00PM).
GETTING STARTED
If your system is set for 12-hour display format, press for AM or for PM.
1 2
To cancel all reminder message requests before they signal you:
With the handset in the cradle, dial
3 0 6
.
To clear a received reminder message (you hear eight short tones and see a
reminder message display):
With the handset in the cradle, press .
34
Axxess Standard Display and Basic Digital Phone User Guide
Moving On
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Setting Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Using Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Performing a “Hookflash” During a Call . . . . . . . . . . . . . . . . . . . . . . . . 49
Programming Your Feature Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Programming Secondary Extension Keys . . . . . . . . . . . . . . . . . . . . . . .50
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using the Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Programming Remote Feature Access . . . . . . . . . . . . . . . . . . . . . . . . . 55
Requesting Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Working in Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Phone Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Voice Mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Station Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
System Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Making Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Enabling Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Phone Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Remote Access Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Remote Feature Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Hunt Group Calls Enabled/Disabled. . . . . . . . . . . . . . . . . . . . . . . . . 58
ACD Hunt Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
MOVING ON
WELCOME
Now that you’ve mastered the basics, it’s time to move on to the advanced features. In
this section, you’ll learn how to program your phone, use directories, access your
voice mailbox remotely, and perform various other functions.
Axxess Standard Display and Basic Digital Phone User Guide
35
SETTING PREFERENCES
Your phone and voice mailbox are automatically set to specific defaults. You can,
however, configure many of these settings at any time.
Phone Configuration
Customizable features on your phone include changing volume levels, enabling background music, selecting a ring tone, and others.
Changing Volume Levels
The Axxess system has eight volume settings: handset intercom, handset outside call,
speakerphone intercom, speakerphone outside call, background music, ringing, handset intercom dial tone, and speakerphone intercom dial tone.
NOTE: To change each of these levels, you must be using that feature. For example, if
you want to change the speakerphone level for an intercom call, you must be on a
handsfree intercom call.
To change a volume level:
Press the high or low end of the Volume key ( ) to increase or decrease the
volume.
To save your change:
Press both ends of the Volume key at the same time.
Selecting a Ring Tone
The ability to change your ring tone is helpful in close-quartered environments. If
your ring tone is unique, you can quickly identify when a call is ringing on your
phone.
To select the type of ring tone for your phone:
MOVING ON
1. With the handset in the cradle, dial .
2. Do one of the following to select your ring tone:
· Press for no ringing.
· Press the high or low end of the Volume key ( ) to scroll to the
desired tone.
· Dial 1-9 to select a specific tone.
3. When you hear the tone you want, press or the key or lift and replace
the handset.
3 9
0
8
#
SPKR
36
Axxess Standard Display and Basic Digital Phone User Guide
Enabling Background Music
If your telephone system is equipped with a music source, you can listen to music
through your speaker.
To enable or disable background music:
Dial
3
3
1
(or press the BGM key, if your phone has one).
Changing Keymaps
Keymaps identify where feature keys appear on your phone. While all phones are programmed with a standard keymap, some phones have alternate keymaps (ask your
System Administrator). If you have an alternate keymap, you can switch between the
keymaps by dialing a specific feature code.
To switch between keymaps when your phone is idle:
With the handset in the cradle, dial
3 9 9
.
To switch between keymaps during a call:
Press and dial
¥
3 9 9
.
Enabling Automatic Call Answer
The Automatic Call Answer feature determines whether or not you are automatically
connected to a caller when you lift the handset (or press ). If this feature is
enabled, you are automatically connected when you go off hook. If it is disabled, you
must first lift the handset (or press ) and then press the flashing key.
SPKR
To enable/disable this feature for ringing outside calls:
With the handset in the cradle, dial
3 6 0
.
To enable/disable this feature for ringing (non-handsfree) intercom calls:
With the handset in the cradle, dial
3 6
1
.
SPKR
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
37
Changing the Language
When your phone system is installed, the System Administrator can choose two of
four different languages (American English, British English, Japanese, or Spanish) as
the Primary and Secondary Language. You can then change the display and voice
mail prompts on your phone by toggling between the Primary and Secondary Language. For example, if the system’s Primary Language is American English, and your
phone is programmed for the Primary Language, all displays appear in American
English, and your voice mail prompts are played in American English (unless
changed, as outlined below). If the Secondary Language is Japanese, and your phone
is programmed for the Secondary Language, all displays appear in Japanese (Katakana) characters, and your voice mail prompts are played in Japanese.
NOTE: You can only use the Secondary Language voice mail prompts if they are
loaded on the system. By default, all phones are set for the Primary Language. See
your System Administrator to determine what languages are programmed for your
phone system.
You can also program messages using English/Spanish or Japanese characters, or a
combination of both (see page 53 for a list of characters). In displayed lists, such as
directories, the English/Spanish characters are alphabetized before the Japanese characters. Therefore, Japanese names appear after the English/Spanish names.
To change the assigned language for your phone:
3 0 1
Dial
as desired. Your display shows the current language.
to change between your system’s Primary and Secondary languages,
MOVING ON
38
Returning to Default Operation
You can return your phone to default levels at any time. This feature returns volumes
to default levels; cancels Do-Not-Disturb, manual call forwarding, background music,
and queue requests; and restores handsfree mode, pages, hunt group calls, and system
forwarding all at once.
To return your phone to default:
Dial
3 9
4
.
Axxess Standard Display and Basic Digital Phone User Guide
Voice Mail Options
Your voice mailbox contains personal options that allow you to customize your personal greetings, directory name, password, etc.
NOTE: You cannot change your personal options until you have initialized your mail-
box (see page 10).
Recording Your Personal Greetings
You can store two different personal greetings in your voice mailbox: a primary and
an alternate. You can then select which greeting you want played when a caller
reaches your voice mailbox. Because the purpose of this greeting is to tell callers why
they have reached your voice mailbox, you should include the following information:
· Whether or not you are in the office and where you can be reached.
· When you will be returning calls.
· For callers who do not wish to leave a message, how to exit. (They can press 0 to
return to the operator.)
The following are some sample greetings to help you plan your message:
· Primary Greeting: Hello, this is __________. I am either on another line or
away from my desk and cannot take your call at this time. If you need to speak to
someone immediately, please dial zero now. Otherwise, please leave a detailed
message and I will return your call as soon as possible. Thank you.
· Alternate Greeting: Hello, this is __________. I will be away from the office
from day/date until day/date. If you need to speak to someone immediately,
please dial zero now. Otherwise, please leave a detailed message, and I will
return your call when I return. Thank you.
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
39
MOVING ON
To change your personal greeting:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press .
4
1
4. Do one of the following:
· Press to record and/or enable your primary greeting.
· Press to record and/or enable your alternate greeting.
· Press to enable the system default mailbox greeting.
5. If you pressed , continue to the next step.
If you pressed or , the current greeting is played (if one exists). You can
1
2
3
3
1 2
then do one of the following:
· Press to accept the greeting.
· Press to replay the greeting.
· Press to add to the greeting.
· Press to erase and re-record the greeting.
#
1
2
3
· Press to exit without changing your greeting.
6. Hang up.
Recording Your Voice Mail Directory Name
Your recorded name is used to identify you in the voice mail directory and to verify
your mailbox number when messages are addressed to you.
To change your directory name:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press . Your current name is played. (Press to replay your recorded name.)
4. Press to erase and re-record your name.
5. When you hear a tone, record your first and last name, then press .
6. Do one of the following:
7. Hang up.
4
2 1
3
· Press again to accept your recorded name.
· Press to replay your recorded name.
· Press to add to your name.
· Press to erase and re-record your name.
#
1
2
3
#
40
Axxess Standard Display and Basic Digital Phone User Guide
Changing Your Mailbox Password
Your password prevents unauthorized access to your mailbox.
To change your password:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press .
4. If you want to have a password, enter a new password, using up to 12 digits.
4
3
If you do not want to use a password, skip this step.
5. Press . Voice mail plays back your password if you entered one.
6. Press to accept the password as entered or press to erase and re-enter your
#
# 3
password.
7. Hang up.
Changing the Voice Mail Message Envelope
Whenever you receive a voice mail message, voice mail first plays an “envelope” that
can include the time and date the message was left, the source of the message, and/or
the message length. By default, the envelope contains all of this information, but you
can change your envelope, as described below.
To change your message envelope:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press again. You can then do any of the following:
4. Hang up.
4
4
· Press to enable or disable the time/date option.
· Press to enable or disable the message source option.
· Press to enable or disable the message length option.
· Press to enable all options.
· Press to disable the entire envelope.
· Press to accept the envelope.
1
2
3
4
5
#
· Press to return to the Personal Options menu without changing the enve-
lope.
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
41
Changing the Call Screening Transfer Method
NOTE: The Call Screening feature is available only if it is enabled for your mailbox
(ask your System Administrator).
Depending on the Transfer Method you select, transferred calls from voice mail may
be unannounced (as usual), or one of the following may occur:
· “Announce Only” Calls: Before voice mail transfers a call to you, a prompt asks
the caller to record his or her name. When you answer, you hear, “You have a call
from (caller’s name).”
· “Screened” Calls: Before voice mail transfers a call to you, a prompt asks the
caller to record his or her name. When you answer, you hear, “You have a call
from (caller’s name).” You can choose whether or not to accept the call (see
page 52).
To change your Transfer Method (if allowed):
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. If using version 5.0 or earlier, skip this step.
4. Press . The system tells you what your current Transfer Method is. You can
5. Hang up.
4
If using version 5.1 or higher software, press for More Options.
5
9
then select the desired Transfer Method, as follows:
· Press to select unannounced transfers.
· Press to select screened transfers.
· Press to select announce only transfers.
1
2
3
· Press return to the Personal Options menu without making changes.
MOVING ON
42
Axxess Standard Display and Basic Digital Phone User Guide
Programming a Fax Destination
NOTE: This feature is available only in versions 5.1 and higher Axxess software.
With the Inter-Tel Voice Processing Unit, callers can use your mailbox to send you a
fax. To use this feature, you must specify the destination fax number.
To change your Fax Destination Number:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press for More Options.
4. Press .
5. Enter the number of your fax destination, followed by .
6. EITHER, Press to accept the number.
7. Hang up.
4
9
1
#
OR, Press to erase and re-enter the number.
3
#
Changing the Message Search Order
NOTE: This feature is available only in versions 5.2 and higher Axxess software.
When more than one message is left in your voice mailbox, you can change the order
in which you retrieve your messages, based on the date and time they were received.
To change the listening order of your messages:
1. Enter your mailbox as described on page 25.
2. Press to select the Personal Options Menu.
3. Press for More Options.
4. Press for the Message Search Order.
5. Press to change the search order for new messages or press to change the
6. Hang up.
4
9
2
1 2
search order for saved messages. You have the following options:
· Press to retrieve the earliest-received messages first (First In/First Out).
· Press to retrieve the latest-received messages first (Last In/First Out).
1
2
· Press to return to the Personal Options menu without making changes.
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
43
Programming Remote Messaging
NOTE: Your installer or System Administrator must enable this feature on your voice
mailbox.
With Remote Messaging, you can program the Voice Processing Unit (voice mail) to
call you when your mailbox receives new messages. Using a “cascade” (a series of up
to nine telephone numbers), voice mail will call each number until it successfully connects to a device (e.g., pager, answering machine, etc.).
Because your mailbox can have a Primary and an Alternate cascade of numbers, you
can program a cascade to be used during specific days and times. For example, if you
want to be paged when you receive a message from 5-10 PM on weekdays, you can
set up a Primary cascade. If you also want to receive pages for messages marked “priority” on the weekends, you could set your Alternate cascade for all day on Saturdays
and Sundays.
NOTE: If for some reason voice mail is not able to use your remote notification, your
mailbox will receive a message stating that notification could not be completed.
MOVING ON
44
Axxess Standard Display and Basic Digital Phone User Guide
To set up remote messaging:
1. Enter your mailbox as described on page 25.
2. If using version 5.0 or earlier software, skip this step.
If using version 5.1 or higher software, press to select the Personal Options
4
Menu.
3. Press .
5
NOTE: This option is not available if you do not have Remote Messaging enabled.
1 2
Press to set up a Primary cascade or press to set up an Alternate cascade.
4.
5. Do one of the following.
· To program a cascade level: Press and enter the number of the level you
1
wish to program (1-9). You then have the following options:
— To enable or disable the cascade level: Press . (You cannot enable the
1
level until a notification number is programmed.)
— To set up or change an extension or telephone number: Press . Then
1 2
press for an extension number or press for an outside number.
Then enter the number.
— To set up or change a pager number: Press . Then enter the number.
· To set up time of day for notification: Press . Then enter the time you
3
2
want the message notification to start and stop. Enter the times with two digits for the hour and two digits for the minutes (e.g., 0900 = 9:00). If entering
the time in 12-hour format, you are prompted to press for AM or press
2
for PM.
1
2
MOVING ON
NOTE: For 24-hour notification, program the starting and ending times to be
the same.
· To set up the days of the week for notification: Press . Then select one
of the following:
— Press for Monday-Friday.
— Press for all days.
— Press to select individual days. You are prompted to press digits 1-7
1
2
3
which correspond to the days Sunday through Saturday.
· To select all or priority-only message notification: Press . Then press
1 2
for all messages or for priority messages only.
6. Either select another option, as described above, or press to save the settings
and exit.
Axxess Standard Display and Basic Digital Phone User Guide
3
4
#
45
SPEED DIALING
Station Speed Dial
MOVING ON
Speed dialing allows you (and your System Administrator) to store frequently dialed
numbers for easy dialing. Each number is stored on your phone (Station Speed-Dial)
or in the phone system (System Speed-Dial) and is identified by a location number.
Once programmed, you can then quickly dial these numbers by entering a feature
code and dialing the desired location number. Because the Inter-Tel Axxess system
supports both Station and System Speed-Dial numbers, you can have access to over
1000 stored numbers.
You can store up to ten personal speed-dial numbers and associated names in Station
Speed-Dial locations 0-9. If you have programmable feature keys, you can also create
Station Speed-Dial keys for one-touch speed dialing (see page 46).
Storing Station Speed-Dial Numbers
To program your Station Speed-Dial locations:
1. With the handset in the cradle, dial .
2. Dial the location code 0-9 to be programmed or press a Station Speed-Dial key
3
that you want to program (if you have one).
3. Enter the desired name for the speed-dial number, as described below:
· Alphanumeric mode (MSG key lit): Press the keypad keys to enter the
desired characters. (Refer to the chart on page 53.) The number of times a
key is pressed determines which character is entered. For example, 533266
would enter “JEAN.” When adjoining characters are located under the same
key, press once to advance to the next character. For example,
FWD
66
FWD
6667776 would enter “NORM.” (Note that letters correspond to
the letters printed on keypad keys 1-9.) Press twice to leave a space.
MUTE
Press if you need to backspace.
· Press to save the name.
4. Dial the extension number or telephone number to be stored, as described below:
#
· Numeric mode (MSG key unlit): Press the keypad keys to dial the desired
numbers. Press for a hyphen (-), for a colon (:), to leave a
space, or to backspace.
MUTE
#
If your number includes an asterisk, pound, a hookflash (a quick hang up
and release), or a pause, press
pound, three times for a hookflash, or four times for a pause. (Each pause or
hookflash counts as one digit.) You can enter more than one special character
in a row by pressing between the characters.
· Press to save the number.
#
FWD
3
8
FWD
FWD
once for an asterisk, twice for a
¥
46
Axxess Standard Display and Basic Digital Phone User Guide
TIP: To dial outside telephone numbers without first selecting an outgoing line,
enter a line access code (such as the Outgoing Call code “8”) before the outside
telephone number.
To view how your Station Speed-Dial keys are currently programmed:
1. With the handset in the cradle, dial .
2. Press the desired Station Speed-Dial key.
3. Press to exit.
#
To erase a Station Speed-Dial name and/or number:
1. With the handset in the cradle, dial .
2. Dial the desired location code (0-9) or press the desired Station Speed-Dial key.
3. Press repeatedly until the name is erased.
4. Press to continue.
5. Press repeatedly until the number is erased.
6. Press to exit.
MUTE
#
MUTE
#
Dialing Station Speed-Dial Numbers
To dial a Station Speed-Dial number:
If necessary, select an outgoing line. You have the following options:
· To use a location number: Dial
Speed-Dial location number (0-9).
· To use a Station Speed-Dial key: Press the desired Station Speed-Dial key.
System Speed Dial
Your System Administrator can store up to 1000 speed-dial numbers in System
Speed-Dial locations 000-999.
To view and/or dial System Speed-Dial numbers:
1. Press or dial .
2. Dial the location code (000-999) for the desired number.
3. Press to dial the number.
SYS SPD
#
3 9 6
3
3
3
8
8 2
and then enter the desired Station
MOVING ON
3
1
8
Axxess Standard Display and Basic Digital Phone User Guide
47
USING RECORD-A-CALL
If your telephone system is equipped with an Axxess Voice Processing Unit (voice
mail), you may have access to the Record-A-Call feature. If so, you can record an
ongoing call as a mailbox message. You can then retrieve the message, just as you
would any other mailbox message.
To use the Record-A-Call feature while on a call:
1. Press and dial .
2. If required, dial the desired mailbox number. (Your phone may be programmed to
select the mailbox, or you may be required to dial it.)
You hear a confirmation tone when the Record-A-Call feature is activated.
To turn off Record-A-Call:
EITHER, Press and dial
OR, Hang up.
PAGING
The Paging feature allows you to make an announcement through phone speakers or
external speakers (if your system is equipped with external paging equipment). To
prevent announcements from transmitting through every phone in the system, this feature uses page zones. Each zone contains a different combination of extensions and
external paging equipment, and is programmed by your System Administrator. Ask
your trainer or System Administrator how the zones are programmed, and list them
here for your convenience:
MOVING ON
¥
3
¥
0 _______________________ 5 _______________________
1 _______________________ 6 _______________________
2 _______________________ 7 _______________________
3 _______________________ 8 _______________________
4 _______________________ 9 _______________________
8
3
5
5
8
.
Making Pages
To m a k e pa g es:
1. Lift the handset and dial .
2. Dial the desired zone number (0-9).
3. After the tone, make your announcement and hang up.
48
7
Axxess Standard Display and Basic Digital Phone User Guide
Enabling Paging
You can enable or disable page receiving for your phone by using the Page Remove/
Replace feature code. If your phone is assigned to more than one page zone, all zones
are removed or replaced at once (you cannot turn off individual zones).
To turn paging on and off for your phone:
3 2 5
Dial
.
PERFORMING A “HOOKFLASH” DURING A CALL
Certain telephone service companies may require a timed hookflash (a quick hang up
and release).
To generate a hookflash while using a line:
Press and dial
¥
3 3 0
.
PROGRAMMING YOUR FEATURE KEYS
Depending on how your system is programmed, some of your feature keys may be
“user-programmable.” If so, you can program them with any of the feature codes
listed in the back of this user guide or with extension numbers. In addition, you can
combine the feature key and Station Speed-Dial functions to program a feature key to
dial an outside number.
NOTE: You cannot program secondary extension keys as feature keys (see Program-
ming Secondary Extension Keys on page 50).
To program a user-programmable feature key:
1. With the handset in the cradle, dial .
2. Press the feature key you want to program.
3. Dial the feature code or extension number you want to store under that key.
(Refer to the back of this guide for default feature codes.)
To return all feature keys to their original default values:
With the handset in the cradle, dial
To display the current feature key values:
1. With the handset in the cradle, dial .
2. Press the feature key(s) you want displayed.
3. Press to hang up.
SPKR
3 9 7
3 9 5
.
3 9 6
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
49
PROGRAMMING SECONDARY EXTENSION KEYS
With the Secondary Extension Appearances feature, you can program various keys on
your phone to indicate the call activity at a different extension (primary phone). In
addition to being able to see when a call is ringing, answered, or on hold, you can use
your secondary extension key to answer a call that is ringing at the primary phone.
Your phone may also be programmed to automatically ring when a given number of
calls are waiting at the primary phone (ask your System Administrator).
There are two possible types of secondary extension keys: programmable and nonprogrammable. If you have a non-programmable secondary extension key, only the
System Administrator can change the associated extension. If you have a programmable key, you can change the extension, as described below.
NOTE: You can only assign the extension for a secondary extension key. You cannot
create or change the secondary extension key (e.g., make it a feature key).
To display the current secondary extension key assignment(s):
1. With the handset in the cradle, dial .
2. Press the secondary extension key(s) you want displayed.
To assign a primary phone to a secondary extension key (if enabled):
1. With the handset in the cradle, dial .
2. Press the secondary extension key and dial the desired extension number.
Once programmed, you can use your secondary extension key as follows:
· You can press your flashing secondary extension key to answer a call that is ringing or holding on any CALL key at the primary phone.
· You can press your unlit secondary extension key to place an intercom call to the
primary phone.
3 9 6
3 9 7
MOVING ON
50
NOTE: If the secondary key is flashing (i.e., a call is ringing at the primary phone), you
can press before pressing the flashing key to place an intercom call to the primary
phone without answering the call. Or, you can just dial the primary phone's extension
number.
#
To transfer a call back to the extension after you have answered it on your phone:
· To transfer to hold: Press the secondary extension key, announce the call (if
desired), and then hang up.
· To transfer to ring: Press and then the secondary extension key. You
TRANSFER
can announce the call, if desired, before hanging up to complete the transfer.
Axxess Standard Display and Basic Digital Phone User Guide
USING ACCOUNT CODES
If your telephone system is programmed to use the Station Message Detail Recording
(SMDR) feature, you might be required to enter account codes when you place a call.
These codes add information to phone record reports that the system will periodically
print.
There are three types of account codes:
· Standard account codes are automatically entered into the SMDR report whenever you place a call.
· Forced account codes must be dialed before you can place an outside call.
· Optional account codes can be entered at any time during a call.
NOTE: Your customer service representative or System Administrator can tell you
which types of account codes are used on your telephone system.
To enter an optional account code:
1. Press and dial .
2. Enter the optional account code. If the account code is not immediately accepted,
press .
To set an account code for all calls placed from your phone:
Dial
accepted, press . This code will be used for all calls made from your phone until it
is disabled.
To disable the code:
Dial
¥
#
3 9
3 9
1
and then the account code. If the account code is not immediately
#
1
and press .
3 9 0
MOVING ON
#
Axxess Standard Display and Basic Digital Phone User Guide
51
SCREENING CALLS
NOTE: This feature is available only if your telephone system is equipped with an
Axxess Voice Processing Unit (voice mail).
If you voice mailbox is programmed correctly, you can screen calls that are transferred from voice mail. This allows you to accept and/or refuse specific calls.
Depending on the Transfer Method you use, calls from voice mail may be unannounced, announce only, or screened calls (see page 42 for details).
If your voice mailbox is programmed for screened calls, you have the following
options when you receive a transfer:
· Press to accept the call.
· Press to replay the announcement.
· Press to send the call to voice mail.
· Press and then enter the extension number to forward the call to another
· Press to refuse the call.
#
1
2
3
extension.
USING THE DIRECTORIES
With directories, you can use your phone keypad to find names and numbers. You can
then use the directory information to make calls, access features, or leave voice mail
messages.
MOVING ON
Phone Directory
The phone directory contains a list of the extension numbers, System Speed-Dial
numbers, feature codes, and their associated names. To search for an item, you can
enter the full or partial name. The system will then find the closest match. Once the
correct match is displayed on your phone, you can dial the number or press a key to
access that extension or feature.
52
Axxess Standard Display and Basic Digital Phone User Guide
To perform a directory search:
1. With the handset in the cradle, press .
2. Press for the intercom directory, for the outside directory, or for the
1 2
3 0 7
3
feature directory.
3. Enter letters or numbers (up to 10 characters) as described below:
· Remain in alphanumeric mode (MSG key lit): Press the keypad keys to enter
the desired characters. (See the chart below.) The number of times a key is
pressed determines which character is entered. For example, 77776444844
would enter “SMITH.” When adjoining characters are located under the
same key, press once to advance to the next character. For example,
FWD
5666
to the letters printed on keypad keys 1-9.) Press once to advance and
twice to leave a space or press to backspace.
FWD
66337777 would enter “JONES.” (Note that letters correspond
FWD
MUTE
· Change to numeric mode (MSG key unlit): Press the keypad keys to enter an
extension number. Press to backspace.
4. Press to begin the search. If desired, you can use the high or low end of the
#
MUTE
Volume key ( ) to move alphabetically through the directory.
To dial a number or feature code while it is displayed:
#
Press
KEY12345
.
NUMBER OF TIMES KEY IS PRESSED
6 7 8 9 10 11
ENGLISH CHARACTERS
1-&()1A I U E O a
2 ABC ' 2
3DEF !3
4GHI *4
5JKL
6MNO
7PQRS7
8TUV?8
9WXYZ9
0@: . , 0
# or /
Ñ or #
5 NA NI NU NE NO o
*
6 HA HI FU HE HO tsu
*
JAPANESE CHARACTERS**
KA KI KU KE KO i
SA SHI SU SE SO u
TA CHI TSU TE TO e
MA MI MU ME MO ya
YA YU YO . , yu
RA RI RU RE RO yo
WA WO N pa ba long
*The character available depends on the software version.
**The Japanese characters are only available if the Multilingual feature is enabled.
MOVING ON
Axxess Standard Display and Basic Digital Phone User Guide
53
MOVING ON
Voice Mail Directory
Whenever voice mail asks you to enter a mailbox number, you can use the mailbox
and extension number directories. You can also use these directories to leave a voice
message with another user. Like the phone directories, you don’t have to enter the full
name because the system finds the closest match based on your entry.
To perform a directory search:
· Display Phones: When prompted, press the keys to enter the name. The number
of times a key is pressed determines which character is entered, as shown below.
When adjoining characters are under the same key, press to advance to
the next character. For example, 5666 66337777 enters “JONES.”
KEY123 4 5
*The character available depends on the software version.
· Non-Display Phones: When prompted, press a single digit on your telephone
dial pad for each letter or character entered. For example, keypad key shows
ABC, key shows DEF, etc. To enter “JONES,” you would press
3 7 7 9
. Press for “Q”, for “Z”, and for punctuation marks.
NOTE: If you need help, press at any time while spelling a name. Voice mail will
play a helpful prompt instructing you how to enter a name.
3 5 6 6
FWD
FWD
NUMBER OF TIMES KEY IS
1-&( ) 1
2ABC ' 2
3DEF ! 3
4GHI * 4
5JKL
6MNO
7PQRS 7
8TUV ? 8
9WXY Z 9
0@: . , 0
0
PRESSED
1
# or /
Ñ or #
5
*
6
*
2
54
Axxess Standard Display and Basic Digital Phone User Guide
To use the directory to leave a voice mail message:
1. Dial the voice mail extension number.
2. Press for Directory Services.
3. Enter the desired name, as described above, and press . The selected name is
#
played.
4. Do one of the following:
· Press to accept the name.
· Press to hear the previous name in the directory.
· Press to hear additional information for the selected name (if allowed).
· Press to hear the next name in the directory.
· Press and spell a new name to search for a different name.
· Press
#
1
2
3
4
5
to switch the first/last name sort order.
PROGRAMMING REMOTE FEATURE ACCESS
If you are away from your desk and forgot to put your phone in DND, don’t worry.
With the Remote Feature Access, you can place your phone in DND or forward calls
from any other phone on the system. And, if you have a special dial-up line, you can
access your phone features from an outside line.
NOTE: For your convenience, a pocket-sized guide of the Remote Feature Access is
located in the front of this guide.
#
Remote Access Password
Before you use Remote Feature Access, you should program a password, as described
below.
To change the password from your phone:
1. Dial .
2. Enter your current password, followed by .
3.
4. Enter the new password again for verification followed by . You hear a confir-
To change the station password using remote programming, see the following section.
Axxess Standard Display and Basic Digital Phone User Guide
3 9 2
NOTE: Your extension number is your password at default.
Enter the new password followed by . You hear a confirmation tone.
mation tone.
MOVING ON
#
#
#
55
Remote Feature Access
To access your phone from another phone:
1. EITHER, call your Direct Inward System Access number (provided by your Sys-
tem Administrator). If required, enter your password.
OR, Use any phone on the system.
2. Enter .
3. Enter your extension number.
4. Enter your password followed by . You can now use any of the following fea-
3 5 9
tures.
To change the station password using Remote Programming:
c. Enter
3 9 2
.
#
MOVING ON
d. Enter the new password, followed by .
e. Enter the new password again for verification, followed by .
#
#
To turn on Do-Not-Disturb:
a. Enter
3 7 0
.
b. Enter message number (01-20) and enter the optional second-line message
text.
3 7 1
To turn off Do-Not-Disturb: Enter
.
To turn on Call Forward:
a. Enter one of the following Call Forward feature codes.
All Calls
.......................
If No Answer ................
If Busy.........................
If No Answer or Busy .....
3 5 5
3 5 6
3 5 7
3 5
8
b. Enter an extension number or enter an outside line access code followed by a
telephone number.
3 5 5
To turn off Call Forward: Enter
5. Hang up.
.
56
Axxess Standard Display and Basic Digital Phone User Guide
REQUESTING AGENT HELP
Your telephone system may be programmed to support the Agent Help feature, which
allows you to request help from a designated “Agent Help Extension” (usually your
supervisor) during a call. When your request call rings at the Agent Help Extension,
the supervisor can choose to join the call or reject the request.
If the Agent Help Extension is a phone, the phone’s microphone is automatically
muted so that the supervisor cannot be heard unless he or she presses . If the
Agent Help Extension is a single-line phone, however, the supervisor can be heard as
soon as the conference is established. In either case, the supervisor can hear all other
parties on the call.
To use the Agent Help feature while on a call:
1. Press and dial . If you hear repeating tones, the Agent Help
¥
feature is not available at your phone, you already have four parties in your call,
not enough system circuits are currently available, or the Agent Help Extension is
in Do-Not-Disturb.
2. Dial the Agent Help Extension number, if required. (Your phone may be pro-
grammed to automatically dial the number, or you may be required to dial it.)
If the Agent Help Extension accepts the call, you hear the Agent Help tone, if it is
enabled, and the supervisor can monitor or join your call.
If the Agent Help Extension rejects the call, you hear a confirmation tone, and the
display shows AGENT HELP REJECTED.
To respond to an Agent Help request at a display phone:
When you receive an Agent Help request, your display shows <name> REQUESTS
HELP. You can do one of the following:
· To accept the call: Answer as usual. Your microphone is muted and you cannot
be heard by either party unless you press
· To reject the call: Dial .
3 7 5
3 7 6
MUTE
MUTE
MOVING ON
.
Axxess Standard Display and Basic Digital Phone User Guide
57
WORKING IN HUNT GROUPS
Your system may be programmed with “hunt groups.” Hunt groups are groups of
phones that share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common
extension) or a specific member (using the individual extension). The members of
these groups and the common extension(s) are programmed by your System Administrator.
Hunt Group Calls Enabled/Disabled
If you are a member of a hunt group, you can enable or halt hunt group calls.
To turn on or off hunt group calls:
4
2
.
MOVING ON
3
Dial
ACD Hunt Groups
Some hunt groups use a special feature called Automatic Call Distribution (ACD) that
distributes the hunt group calls equally among the available members. These hunt
group members are referred to as “agents,” who log in to the ACD hunt group to
receive calls and log out to halt ACD hunt group calls.
Distributing Calls
Calls are distributed through an ACD hunt group based on Agent IDs or extensions,
as described below.
· Agent IDs: If the hunt group is programmed to use ACD Agent IDs, each agent
is assigned an Agent ID number to enter during the login procedure (described on
the next page). The hunt group calls are routed to logged-in agents, according to
their Agent ID number instead of their extension number. Because the Agent ID
is not associated with any extension, the agent can use any phone in the system to
log in.
· Members: If the hunt group is not programmed to use Agent IDs, it will have a
pre-programmed list of phones and will send calls to the phones where agents are
logged in.
58
Axxess Standard Display and Basic Digital Phone User Guide
Logging In and Out of ACD Hunt Groups
Agents can log in to and out of the ACD hunt group at any time. While logged in, the
agent receives calls through the ACD hunt group. When the agent is logged out, calls
to that ACD hunt group bypass the agent.
To log in to all of your ACD hunt groups at once using the ACD Agent Login/
Logout feature code:
3
2
With or without the handset lifted, dial
sary. The display shows AGENT LOGGED IN TO ALL ACDS, and you hear a confirmation tone.
NOTE: This feature code acts as a toggle. If you were already logged in, the display
shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.
To log in to one or more hunt groups using the ACD Agent Login feature code:
1. With or without the handset lifted, dial . The display shows AGENT
LOGIN ACD NUMBER.
2. EITHER, Enter the desired ACD hunt group number.
OR, Press to log in to all of your ACD hunt groups at once. The display shows
#
AGENT LOGIN AGENT ID.
NOTE: If you entered an invalid hunt group number, the display shows NOT AN
ACD HUNT GROUP, and you hear repeating tones.
Do one of the following:
3.
· To log into ACD hunt group(s) using Agent IDs: Enter your Agent ID.
The display shows AGENT LOGGED INTO ALL ACDS. You are logged
into
the ACD hunt group(s) that you requested that use the Agent ID you
entered in this step.
8
and enter your Agent ID, if neces-
3 2 6
MOVING ON
NOTE: If another Agent ID is already logged in at this phone, you hear
repeating tones, and the display shows DIFFERENT AGENT ID ALREADY
USED. You must have the other agent log out before you can use that phone.
· To log into ACD hunt group(s) that do not use Agent IDs: Press . The
display shows AGENT LOGGED INTO ALL ACDS. You are logged into
the ACD hunt group(s) that you requested that do not use Agent IDs.
If you were already logged in, the display shows ALREADY LOGGED INTO
<hunt group>.
If you are not a member of the entered hunt group, the display shows NOT AN
AGENT IN THIS HUNT GROUP, and you hear repeating tones. Start over.
4. Hang up if off hook. Repeat this procedure to log into additional ACD groups, if
necessary.
Axxess Standard Display and Basic Digital Phone User Guide
#
59
When you log in to a group, you may be automatically connected to a call after you
hear a short ring burst. If the ACD Agent ID Automatic Connect option is enabled for
your hunt group and you are using a headset, you will be automatically connected. If
this option is not enabled for your hunt group, the call will ring until you answer it or
until it times out to another extension.
NOTE: Even if the ACD Agent ID Automatic Connect option is enabled, the first call
you receive (after you log in or remove your phone from DND while logged in) will ring
until you answer it. You will, however, be automatically connected to subsequent calls.
To log out of one or more ACD hunt group:
1. EITHER, Dial to log out of all of your ACD hunt groups at once. The
3 2
8
display shows AGENT LOGGED OUT OF ALL ACDS, and you hear a confirmation tone.
OR, With or without the handset lifted, dial
3
7
2
. One of the following dis-
plays will appear:
· If you were logged in to only one hunt group, the display shows AGENT
LOGGED OUT OF <hunt group>. The procedure is complete.
· If you were logged in to more than one hunt group, the display shows
AGENT LOGOUT ACD NUMBER. Dial the extension number of the
desired ACD hunt group.
· If you were not logged in to any hunt group, the display shows NOT
LOGGED INTO ANY ACD GROUP.
2. Hang up if off hook.
MOVING ON
60
Ending an ACD Hunt Group Call
Each time you end an ACD hunt group call, a wrap-up timer is started. Until this
timer expires, you will not receive another call through any ACD hunt group. You
can, however, end the wrap-up session before this timer expires, as described below.
To terminate the ACD Agent wrap-up period before the timer expires:
With the handset in the cradle, dial
3
NOTE: If you were not logged in to an ACD hunt group, the display shows CANNOT
ACCESS RESERVED FEATURE.
9
2
.
Axxess Standard Display and Basic Digital Phone User Guide
Learning More
SECTION CONTENTS PAGE
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
What the Administrators Can Do for You . . . . . . . . . . . . . . . . . . . . . . . 61
Frequently Asked Questions (FAQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
WELCOME
If you want to know more about your phone and voice mail system, this is the section
for you. With additional information and an FAQ, you should be able to find answers
to most of your questions.
WHAT THE ADMINISTRATORS CAN DO FOR YOU
The administrators are the people to whom you should turn if you have any problems
with your phone and/or voice mail. They have access to advanced programming features and can reset certain settings associated with your phone.
The types of administrators that can help you with your phone/voice mail are as follows:
· System Administrator: Performs certain telephone system functions, including:
— Setting the date and time
— Programming System Speed-Dial numbers
— Making database changes, such as programming user names, toll restriction,
Do-Not-Disturb messages, and extension numbers.
· Voice Mail Administrator: Performs tasks associated with the voice mail sys-
tem, including:
— Recording a broadcast message that is sent to all mailboxes at once
— Performing mailbox maintenance (such as changing your password)
— Customizing voice mail prompts
Remember, your phone system may be programmed differently; so, it is important
that you know who your administrators are to ensure you understand how to use this
guide as it applies to your phone and voice mailbox. If you are a System Administrator or if you need additional information not available in this guide, refer to the Inter-
Tel Axxess Administrator’s Guide (part number 550.8001).
Axxess Standard Display and Basic Digital Phone User Guide
61
GETTING STARTED
LEARNING MORE
FREQUENTLY ASKED QUESTIONS (FAQ)
This section includes some of the most frequently asked questions. If you have problems with your phone or voice mailbox, refer to this section before you contact your
System Administrator or Inter-Tel.
Q1. How do I program System Speed-Dial numbers?
A1. Only your System Administrator can program System Speed-Dial numbers. You can,
however, program up to ten Station Speed-Dial numbers (see page 46).
Q2. How do I change the time and date on my phone?
A2. Only your System Administrator can change the time and date. Please contact your
System Administrator if you notice that the date and time are incorrect.
Q3. How can I retrieve messages if I don’t know the password for my voice mail?
A3. Try using your extension number, which is your default password. Or, maybe you
don’t have a password, in which case pressing is all you need to do. If these
options don’t work, contact your System Administrator, who can change or erase the
password for you. You can then retrieve your messages and reset the password, if
desired (see page 41).
Q4. Why can’t I retrieve deleted messages?
A4. Voice mail may have erased your message. After a programmed amount of time has
lapsed, up to 24 hours, voice mail automatically erases all deleted messages (see
page 28). If you attempted to undelete a voice mail within this time frame, however,
your telephone system may not have the latest software (the “undelete” feature was a
recent addition). Or, your voice mail system may not have sufficient space programmed to store deleted messages. Contact your System Administrator to determine
if this feature is available.
#
LEARNING MORE
GETTING STARTED
Q5. How can I set the number of rings that are allowed before the call is sent to voice
mail?
A5. Only your System Administrator can change the number of rings. You cannot alter
this at your phone.
Q6. How can I change the name displayed on my phone?
A6. Only your System Administrator can change the user names assigned to extensions.
62
Axxess Standard Display and Basic Digital Phone User Guide
Q7. How do I scroll the display screen?
A7. Press the low end of the volume key to scroll down or the high end to scroll up.
Q8. Why can’t I program a Station Speed-Dial number to the key I want? It keeps saying
that the key is non-programmable.
A8. Your System Administrator has programmed that key as a non-programmable key.
Because you cannot override system programming from your phone, you must choose
another key.
Q9. Why can’t I use one of the features described in this guide?
A9. There are a few reasons why you might not be able to access the feature. Some possi-
ble reasons include:
· Your system software version may not support the feature (this guide covers all
versions).
· Your System Administrator may not have enabled the feature for your phone.
· Your System Administrator may have programmed your phone to block the fea-
ture.
Axxess Standard Display and Basic Digital Phone User Guide
63
GETTING STARTED
LEARNING MORE
DEFAULT FEATURE CODES
Use the blank spaces below to enter custom feature codes, if necessary.
O
UTSIDE LINE ACCESS CODES
ACCESS CODE NAME ACCESS CODE NEW CODE
Select Line Group 1-208 92001-92208*
Automatic Route Selection 92000*
Emergency Call 911
Outgoing Call 8
*These defaults may differ depending on the software version.
EXTENSION NUMBERS
EXTENSION NAME EXTENSION NUMBER NEW NUMBER
Phone Extensions 1000-1511
Hunt Groups 2000-2074
Attendant 0
GENERAL FEATURE CODES
FEATURE NAME FEATURE CODE NEW CODE
Account Code – Following Calls 391
Account Code – Optional 390
ACD Agent Log In 326
ACD Agent Log Out 327
ACD Agent Log In/Out 328
ACD Agent Wrap-Up Terminate 329
Agent Help Request 375
Agent Help Reject 376
Answer (Ringing Call) 351
Automatic Intercom Access On/Off 361
Automatic Line Access On/Off 360
Automatic Line Answer 350
Background Music On/Off 313
Call Forward All Calls 355
Call Forward If Busy 357
Call Forward If No Answer 356
Call Forward No Answer/Busy 358
Conference 5
Change Language 301
Data 340
Default Station 394
Directory 307
Display Time And Date 300
Do-Not-Disturb 370
LEARNING MORE
GETTING STARTED
Do-Not-Disturb Cancel 371
Do-Not-Disturb On/Off 372
64
Axxess Standard Display and Basic Digital Phone User Guide
GENERAL FEATURE CODES (CONTINUED)
FEATURE NAME FEATURE CODE NEW CODE
Do-Not-Disturb Override 373
Enhanced Speakerphone Enable 310
Feature Key Default 395
Group Listen 312
Handsfree On/Off 319
Headset On 315
Headset Off 316
Headset On/Off 317
Hold – Individual 336
Hold – System 335
Hookflash 330
Hunt Group Remove 322
Hunt Group Replace 323
Hunt Group Remove/Replace 324
Message 365
Cancel Message That You Left 366
Cancel Message On Your Phone 368
Silent Message 367
Microphone Mute On/Off 314
Page 7
Page Receive On/Off 325
Program Baud Rate 393
Program Keys 397
Program Station Password 392
Queue (Callback) Request 6
Record-A-Call 385
Redial 380
Redirect Call 331
Reminder Message 305
Reminder Message Cancel 306
Remote Programming 359
Reverse Transfer (Call Pick-Up) 4
Review Keys 396
Ring Intercom Always On/Off 377
Ring Tone Selection 398
Station Speed Dial 382
Station Speed-Dial Programming 383
System Forward Enable 352
System Forward Disable 353
System Forward On/Off 354
System Speed Dial 381
Switch Keymap 399
Transfer To Hold 346
Transfer To Ring 345
GETTING STARTED
LEARNING MORE
Axxess Standard Display and Basic Digital Phone User Guide
65
NOTES
LEARNING MORE
GETTING STARTED
66
Axxess Standard Display and Basic Digital Phone User Guide
Index
A
About This Guide 8
About Voice Mail 6
About Your Phone 4
Account Codes 51
ACD Hunt Groups 58
Adding Parties to a Conference 16
Administrators 61
Agent Help 57
Agent IDs 58
Alphanumeric Mode 7
Alternate Greeting 39
Assigning Secondary Extension Keys 50
Automatic Call Answer 37
Automatic Call Distribution (ACD) 58
Automatic System Forwarding 19
B
queue requests 14
reminder messages 34
unheard messages 30
waiting messages 24
Cascade Levels 44
Changing
call screening transfer method 42
directory name 40
fax destination number 43
keymaps 37
language 38
message envelope 41
message search order 43
personal greeting 40
remote access password 55
transfer method 42
voice mail message envelope 41
voice mail password 41
volume levels 36
Clearing Reminder Messages 34
Conference Calls 16
Connecting a Headset 21
Background Music 37
C
Call Waiting 15
Callbacks 12, 14
Calls
enabling/disabling hunt groups 58
ending ACD 60
forwarding 18, 19
making 11
making conference 16
making emergency 14
picking up reverse transfer 18
placing non-handsfree 11
placing on hold 15
receiving 11
receiving non-handsfree 12
receiving off-hook voice announce 12
redirecting 12
returning to held caller 15
transferring 17
waiting for called phone 12
Canceling
call forwarding 18
callback requests 12
do-not-disturb 32
messages 24
D
Date, Time, Name, and Extension Number 20
Default Feature Codes 64
Defaults
do-not-disturb message chart 31
mailbox password 10
outgoing call feature code 13
reminder message chart 33
Deleting Station Speed-Dial Numbers 47
Delivery Options 29
Dial Tones 36
Dialing Options 11
Dialing Station/System Speed-Dial Numbers 47
Dialing System/Station Speed-Dial Numbers 47
Directories
feature 52
intercom 52
name 10, 40
outside 52
phone 52
voice mail 54
Disabling
account codes 51
automatic call answer 37
background music 37
cascade levels 45
group listen feature 22
Axxess Standard Display and Basic Digital Phone User Guide
67
handsfree answering feature 12
hunt group calls 58
message envelope options 41
paging 49
record-a-call 48
system forwarding 19
time/date option 41
Display 5
Displaying Information 20
date, time, name, and extension number 20
feature key current values 49
outside party’s name 20
secondary extension key assignments 50
speed-dial assignments 47
speed-dial key assignments 47
Distributing Calls 58
Do-Not-Disturb 31
Dropping Out of a Conference 16
E
Emergency Calls 14
Enabling
automatic call answer 37
background music 37
call forwarding 18
do-not-disturb 32
enhanced speakerphone 23
group listen feature 22
handsfree 11
hunt group calls 58
paging 48, 49
record-a-call 48
system forwarding 19
Ending a Conference Call 16
Ending an ACD Hunt Group Call 60
Enhanced Speakerphone Mode 23
Entering Account Codes 51
Entering Your Mailbox 25
Erasing Station Speed-Dial Numbers 47
Exiting a Conference Call 16
F
Fax Destination Number 43
Feature Codes, Default 64
Feature Key Functions 4
Features
agent help 57
group listen 22
handsfree 11
hold 15
last number dialed/saved 19
off-hook voice announce 12
record-a-call 48
redial 19
redirect calls 12
ring intercom always 11
speed dialing 46
Forced Account Codes 51
Forwarding Calls 18
automatic system Forwarding 19
manual call forwarding 18
redirect calls 19
Frequently Asked Questions (FAQ) 62
Full Mailbox 25
G
Generating a Hookflash 49
Green Lamps 7
Greeting 39
Group Listen Using the Speaker 22
H
Handsfree Mode 7
Headset 21
Hold 15
Hookflash 49
Hunt Groups 58
I
Individual Hold 15
Initializing Your Mailbox 10
Intercom Calls 11, 12
K
Keymaps 37
Keypad Keys 4
Keys
feature 4
keypad 4
lamps 7
message 23
mute 22
secondary 50
special 5
L
Lamps 7
68
Axxess Standard Display and Basic Digital Phone User Guide
Language 38
Last Number Dialed/Saved 19
LCD 5
Learning More 61
Leaving Messages 24
Listening to Messages 26
Logging In and Out of ACD Hunt Groups 59
M
Mailbox Almost Full 25
Making and Receiving Calls 11
Making Emergency Calls 14
Making Pages 48
Manual Call Forwarding 18
Members, Hunt Group 58
Message
center 23
count 25
notification 45
search order 43
Message Key 23, 24
Messages
leaving 24
listening 26
receiving 26
recovering deleted 28
sending 29
using do-not-disturb 31
using reminder 33
Messaging, Remote 25, 44
Microphone 22
Multilingual Capability 38
Mute Key 22
Muting the Microphone 16
N
Non-Handsfree Calls 11, 12, 37
Numeric Mode 7, 32
P
Paging 48, 49
Passwords
changing 41
changing default 10
programming remote access 55
Performing a “Hookflash” During a Call 49
Performing a Directory Search 53
Phone Configuration 36
changing keymaps 37
changing language selection 38
changing volume levels 36
enabling automatic call answer 37
enabling background music 37
returning to default operation 38
selecting a ring tone 36
Phone Directory 52
Placing
calls on hold 15
conference calls 16
intercom calls 11
non-handsfree calls 11
outside calls 13
Primary Greeting 39
Primary Language 38
Programming
cascade levels 44
date and time notification 45
fax destination 43
feature keys 49
outside number as a feature key 49
remote feature access 55
remote messaging 44
ring intercom always 11
secondary extension keys 49
station speed-dial numbers 46
Q
O
Off-Hook 7
Off-Hook Voice Announce 12
Optional Account Codes 51
Outside
calls 13
directory 53
enable/disable automatic call answer 37
party’s name 20
Outside Calls 13, 14
Axxess Standard Display and Basic Digital Phone User Guide
Queue the Line 12
R
Receiving
intercom calls 11
messages 24
off-hook voice announce 13
outside calls 14
Record-A-Call 48
Recording Personal Greeting 39
69
Recording Voice Mail Directory Name 40
Recovering Deleted Messages 28
Red Lamps 7
Redial 19
Redirect Calls 12
Reminder Messages 33
Remote Access Password 55
Remote Feature Access 56
Remote Messaging 44
Requesting a Callback 12
Requesting a Reminder Message 34
Requesting Agent Help 57
Responding to a Waiting Call 15
Responding to Agent Help 57
Returning Feature Keys to Default 49
Returning Phone to Default 38
Returning to a Call 15
Reverse Transfer 18
Ring Intercom Always 11
Ring Types 36
S
Saving Last Number Dialed 19
Saving Volume Levels 36
Screening Calls 52
Search Order 43
Searching Directories 53
Secondary Extension Keys 50
Secondary Language 38
Selecting a Message Order 24
Selecting a Ring Tone 36
Sending Calls to Voice Mail 17
Sending Messages 29
Setting Account Codes 51
Setting Preferences 36
Setting Remote Messaging 44
SMDR (Station Message Detail Recording) 51
Speaker 22
Speed Dialing 46, 47
Standard account codes 51
Station Message Detail Recording (SMDR) 51
Station Speed Dial 46
Switching Keymaps 37
System Administrator 61
System Hold 15
System Speed Dial 47
T
Terminating ACD Agent Calls 60
Timers 12, 18, 60
Transferring Calls 17
U
Undeleting Messages 28
Using
account codes 51
defaults 10, 13, 31, 33
directories 52
do-not-disturb mode 31
feature keys 49
group listen 22
headset 21
message key 23
mute key 22
off-hook voice announce 12
record-a-call 48
reminder messages 33
secondary extension keys 50
speaker and microphone 22
voice mail directory 54
V
Viewing Speed-Dial Numbers 47
Voice Mail Messages 26
canceling unheard messages 30
listening to messages 26
sending Messages 29
undeleting Messages 28
Voice Mail Options 39
Voice Processing Unit 6
Volume Levels 36
W
Waiting Calls 15
What You See And Hear 7
Working in Hunt Groups 58
Wrap-Up Timer 60
Z
Zones, Page 48
70
Axxess Standard Display and Basic Digital Phone User Guide
VOICE MAIL FLOW CHART
OTE: At any menu level, you can press to Cancel or return to the Previous Menu or press to Accept.
ENTERING YOUR MAILBOX
• EITHER, Press the MSG
key to respond to a message from voice mail.
OR, Call the voice mail
extension number, press
, and enter your mailbox
number.
• Enter your password and
then .
#
SUBSCRIBER MAILBOX MENU
Listen to New Message
Send A Message
Listen to Saved Messages
Personal Options
Message Options
SENDING A MESSAGE
• Dial the mailbox number, reply
to a message, or forward a
message.
• Record your message.
To pause press
To erase press
• Hang up to send OR
Replay
Add
Erase and Re-Record
Delivery Options
Private
Certified
Priority
Send to Other Mailboxes
Send and Exit Hang Up
#
Press for options.
RECORDING OPTIONS
DELIVERY OPTIONS
2
3
PERSONAL OPTIONS
Record Greeting
Primary Greeting
Alternate Greeting
System Greeting
Also see Recording Options
Record Directory Name
See Recording Options
Record Password
1
2
3
4
5
1
2
3
9
1
2
3
#
Change Envelope Settings
Time and Date
Message Source
Message Length
All Options
No Options
Remote Messaging
Primary Cascade
Alternate Cascade
More Options
Fax Destination
Message Order
Transfer Method
MESSAGE ORDER
New Messages
Saved Messages
TRANSFER METHOD
Unannounced
Screened
Announce Only
MESSAGE OPTIONS
Cancel Unheard Messages
Recover Deleted Messages
Listen
Recover All
Erase All
1
1
2
3
2
3
4
1
2
3
4
5
5
1
2
9
1
2
5
1
2
1
2
3
1
2
1
2
3
LISTENING TO MESSAGES
While the message is playing:
Back Up
Pause
Move Forward
Lower the Volume
Play the Envelope
Increase the Volume
Save the Message
Delete the Message
Skip to the End
After the message:
Replay to Message
Reply to the Message
Voice Mail Message
Return Call
Forward a Copy
See Recording Options
Listen to Previous Message
Play the Envelope
Listen to Next Message
Save the Message
Delete the Message
LISTENING TO MESSAGES
Program Cascade Level
Enter cascade level number, then:
Enable/Disable
Enter Personal #
Enter Pager #
Enter Time of Day
Set Days of Week
Monday-Friday
All Days
Individual days 1-7
Select Message Types
All Messages
Priority Messages
#
1
2
3
4
5
6
7
9
#
1
2
1
2
3
4
5
6
7
9
1
1
2
3
2
3
1
2
3
4
1
2
Part No. 550.8109
Issue 6.0, January 2002
A661/921:A
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